HomeMy WebLinkAboutAgreement A-19-287 with MetaSource LLC.pdf Agreement No. 19-287
1 AGREEMENT
2
3 THIS AGREEMENT ("Agreement") is made and entered into this 18th day of June, 2019 ("Effective
4 Date"), by and between the COUNTY OF FRESNO, a political subdivision of the State of California,
5 ("COUNTY"), and MetaSource, LLC., a Delaware limited liability company, whose address is 1517 North
6 Harmony Circle, Anaheim, CA 92807, ("CONTRACTOR").
7 WITNESSETH:
8 WHEREAS, COUNTY needs scanning and digitizing services to digitize COUNTY's inventory of
9 physical records;
10 WHEREAS, CONTRACTOR offers scanning and digitizing services, as listed in its proposal RFQ
11 19-040, dated February 7, 2019, which is attached and incorporated by this reference; and
12 WHEREAS, COUNTY and CONTRACTOR desire to enter into this Agreement for purchase of
13 digitizing services for digitizing COUNTY'S inventory of physical records.
14 NOW, THEREFORE, in consideration of the mutual covenants, terms and conditions herein
15 contained, the parties hereto agree as follows:
16 1. OBLIGATIONS OF THE CONTRACTOR
17 A. TRANSPORT OF MATERIALS —CONTRACTOR agrees to transport materials
18 securely to CONTRACTOR'S facility, to be processed as described below:
19 a. CONTRACTOR agrees to pick up documents and/or boxes of documents from
20 multiple locations within COUNTY, as needed to fulfill the digitizing process, using
21 CONTRACTOR's vehicles and employees, and securely transporting to the
22 CONTRACTOR's facility for scanning.
23 b. CONTRACTOR agrees to provide boxes to pack all COUNTY documents, and
24 palletize boxes if necessary.
25 c. CONTRACTOR agrees that no more than 250 boxes shall be picked up at one
26 time.
27 d. CONTRACTOR agrees to create an internal barcode control number range for
28 each box prior to pickup.
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1 e. CONTRACTOR agrees to maintain chain of custody for all documents/boxes
2 picked up at COUNTY's location.
3 B. PROCESSING OF MATERIALS — CONTRACTOR agrees to process all
4 documents upon the arrival of COUNTY documents to CONTRACTOR's facility as follows:
5 a. Enter barcode control numbers into CONTRACTOR's tracking system in order to
6 track the location, status, and progress of each individual box.
7 b. Provide barcode control numbers to COUNTY once the manifest is created.
8 c. Photograph and tag all damaged boxes.
9 d. Security issues shall be resolved within one (1) hour, and COUNTY shall be
10 notified immediately with a description of the issue and the resolution.
11 e. All documents will be maintained and stored within a secure space.
12 f. CONTRACTOR must provide proof of safeguards preventing accidental damage
13 to the documents including, but not limited to, theft, fire, or water damage.
14 g. Analyze the contents of each box and create a detailed log to identify the contents
15 of each box. This log shall include pages, folders, condition of documents,
16 condition of box, and index variations. The log shall be kept separately, and later
17 used to cross-check the finished products. Any discrepancy in the log shall result
18 in a full audit of the box.
19 h. Preparation of the documents for scanning shall include:
20 i. Remove staples, paperclips, and other binding, unfold any dog-ears, inspect
21 and repair damaged pages on an as-needed basis.
22 ii. Taped notes and self-adhesive notes shall be placed in such a manner so as
23 not to obscure the document text or, where that is not possible, shall be
24 transferred to the back of the original document, or to a clean piece of an 8
25 '/2" x 11" sized piece of paper in order to be scanned.
26 iii. Insertion of separator sheets are to be used to separate sections within the
27 files as documents are removed from folders.
28 i. Documents are to be scanned to the following imaging specifications:
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1 i. Documents are to be scanned from front to back, as presented in the file
2 folders.
3 ii. Each batch scanned must have a batch identifier as provided by COUNTY
4 departments.
5 iii. CONTRACTOR must provide images in TIFF standard format.
6 iv. Scans must be completed at a minimum of 300 dpi.
7 v. The size of each TIFF file shall be less than 500MB.
8 vi. All documents must be scanned using Optical Character Recognition (OCR).
9 vii. The images must meet "Legal Admissibility" in compliance with State and
10 Federal laws.
11 viii. Each individual file created of imaged documents must contain the following
12 identifier in the file name:
13 1. Case number consisting of 9-digits (e.g. F18000000 or M18000000) to be
14 taken from case label on the outside of the file folder.
15 2. If multiple TIFF files for the same case, use -1, -2, -3, etc. to name
16 consecutive files for the same case.
17 ix. Duplex scans shall be used to capture both front and back of documents on
18 an as-needed basis.
19 x. Color images must be viewable quality so that detail in the image is captured.
20 A. Color photos and documents that have colored pencil marks will be scanned
21 in color.
22 xii. Size of image must be relative to the original (measuring both horizontally
23 and vertically).
24 xiii. Images must be correctly oriented for viewing without skewing or inverting.
25 xiv. Text must be legible up to the edge of the document.
26 xv. Borders shall not be cropped.
27 xvi. There shall be no missing portion of the edge of the image.
28 xvii. Contrast ratio between the text and the background must be high.
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1 xviii. Contrast on grey scale images should represent the original image.
2 xix. All documents shall be of adequate brightness
3 xx. There shall be no color dropout.
4 xxi. There shall be no poor thresholding, dropping of low contact features, or dark
5 background obscuring foreground.
6 xxii. There shall be no character dropout or otherwise missing characters from the
7 OCR process.
8 xxiii. There shall be no missing lines.
9 xxiv. Images must be devoid of speckles or noise in the background of the image,
10 repeated scan lines on successive images, or repeated pixels on successive
11 images.
12 xxv. The images shall be in focus; small characters must be fully legible.
13 xxvi. All blank pages must be removed and not scanned.
14 xxvii. 10% of the images will be spot-checked for image quality and readability prior
15 to delivery to COUNTY for review.
16 xxviii. Each file shall be indexed for quick retrieval using the index information
17 provided. Index metadata must be included with each file. Data to be
18 captured in the metadata includes the following core index fields: (1) Case
19 number consisting of 9-digits (e.g. F18000000 or M18000000) to be taken
20 from case label on the outside of the file folder and (II) Defendant name.
21 xxix. Every written page shall be scanned.
22 xxx. All errors shall be fixed within 24 hours of contacting COUNTY, and at no
23 additional cost to COUNTY.
24 xxxi. Image repair, file separation, and index correction shall be done in real-time
25 and forwarded to COUNTY within 24 hours.
26 C. QUALITY CONTROL
27 a. Quality control of scanning, image control, and indexing will be performed once
28 scanning is completed. The data shall be moved to CONTRACTOR's dedicated
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1 image server in order to provide COUNTY with instant access to search scanned
2 documents. COUNTY will perform its own quality control in addition to
3 CONTRACTOR's quality control check. Documents that are imaged shall be
4 stored for three (3) months free of charge per delivery during quality checking and
5 disposition determination. Upon COUNTY's approval of scanned documents,
6 CONTRACTOR shall deliver images to COUNTY via a secure file transfer
7 protocol or on an encrypted password-protected hard drive.
8 b. Fragile or other document that require special handling
9 D. DOCUMENT DESTRUCTION
10 a. Formal written approval shall be obtained from COUNTY prior to the initiation of
11 shredding any document. COUNTY will be given a certificate of destruction.
12 2. OBLIGATIONS OF THE COUNTY
13 1) COORDIATION OF DOCUMENT PICKUP
14 a. COUNTY staff shall be responsible for providing initial organization of the
15 maximum 250 boxes to be picked up by CONTRACTOR. COUNTY staff will
16 provide appropriate access to CONTRACTOR's staff to appropriate COUNTY
17 locations for CONTRACTOR to collect materials to be scanned.
18 2) CREATION OF INDEX
19 a. COUNTY will create the index of the case number and box number and provide
20 that information to CONTRACTOR.
21 3) DOCUMENT REVIEW AND FORMAL APPROVAL
22 a. COUNTY will complete the required quality control review as promptly as
23 reasonably possible. If COUNTY's review process exceeds ninety (90) days,
24 COUNTY agrees to pay a storage fee, as described in Exhibit B.
25 3. TERM
26 The term of this Agreement shall be for a period of three (3) years, commencing on June 4, 2019,
27 through and including June 3, 2022. This Agreement may be extended for two (2) additional consecutive
28 twelve (12) month periods upon written approval of both parties no later than thirty (30) days prior to the first
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1 day of the next twelve (12) month extension period. The Director of Internal Services/Chief Information
2 Officer or his or her designee is authorized to execute such written approval on behalf of COUNTY based
3 on CONTRACTOR'S satisfactory performance.
4 4. TERMINATION
5 A. Non-Allocation of Funds- The terms of this Agreement, and the services-to be
6 provided hereunder, are contingent on the approval of funds by the appropriating government agency.
7 Should sufficient funds not be allocated, the services provided may be modified, or this Agreement
8 terminated, at any time without penalty by giving CONTRACTOR thirty (30) days advance written notice.
9 B. Breach of Contract- COUNTY may immediately suspend or terminate this
10 Agreement in whole or in part, where in the determination of COUNTY there is:
11 1) An illegal or improper use of funds;
12 2) A failure to comply with any term of this Agreement;
13 3) A substantially incorrect or incomplete report submitted to the COUNTY;
14 4) Improperly performed service.
15 In no event shall any payment by COUNTY constitute a waiver by COUNTY of any breach of this
16 Agreement or any default which may then exist on the part of CONTRACTOR. Neither shall such payment
17 impair or prejudice any remedy available to COUNTY with respect to the breach or default. COUNTY shall
18 have the right to demand of CONTRACTOR the repayment to COUNTY of any funds disbursed to
19 CONTRACTOR under this Agreement, which in the judgment of COUNTY were not expended in
20 accordance with the terms of this Agreement. CONTRACTOR shall promptly refund any such funds upon
21 demand.
22 C. Without Cause - Under circumstances other than those set forth above, this
23 Agreement may be terminated by COUNTY by giving thirty (30) days advance written notice of an intention
24 to terminate to CONTRACTOR.
25 5. COMPENSATION/INVOICING: COUNTY agrees to pay CONTRACTOR and
26 CONTRACTOR agrees to receive compensation as described in Exhibit B. CONTRACTOR shall submit
27 monthly invoices in triplicate to the County of Fresno Department of Internal Services Business Office, 333
28 W. Pontiac Way, Clovis, CA 93612.
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1 In no event shall compensation paid for services performed under this Agreement exceed $500,000
2 during the initial three (3)year term of this Agreement. If this Agreement is extended for an additional
3 fourth year, in no event shall the total compensation paid for services performed under this Agreement
4 exceed $650,000. If this Agreement is extended for an additional fifth year, in no event shall the total
5 compensation paid exceed $800,000. It is understood that all expenses incidental to CONTRACTOR'S
6 performance of services under this Agreement shall be borne by CONTRACTOR.
7 6. INDEPENDENT CONTRACTOR: In performance of the work, duties and obligations
8 assumed by CONTRACTOR under this Agreement, it is mutually understood and agreed that
9 CONTRACTOR, including any and all of CONTRACTOR'S officers, agents, and employees will at all times
10 be acting and performing as an independent contractor, and shall act in an independent capacity and not as
11 an officer, agent, servant, employee,joint venturer, partner, or associate of COUNTY. Furthermore,
12 COUNTY shall have no right to control or supervise or direct the manner or method by which
13 CONTRACTOR shall perform its work and function. However, COUNTY shall retain the right to administer
14 this Agreement so as to verify that CONTRACTOR is performing its obligations in accordance with the
15 terms and conditions thereof.
16 CONTRACTOR and COUNTY shall comply with all applicable provisions of law and the rules and
17 regulations, if any, of governmental authorities having jurisdiction over matters the subject thereof.
18 Because of its status as an independent contractor, CONTRACTOR shall have absolutely no right
19 to employment rights and benefits available to COUNTY employees. CONTRACTOR shall be solely liable
20 and responsible for providing to, or on behalf of, its employees all legally-required employee benefits. In
21 addition, CONTRACTOR shall be solely responsible and save COUNTY harmless from all matters relating
22 to payment of CONTRACTOR'S employees, including compliance with Social Security withholding and all
23 other regulations governing such matters. It is acknowledged that during the term of this Agreement,
24 CONTRACTOR may be providing services to others unrelated to COUNTY or to this Agreement.
25 7. MODIFICATION: Any matters of this Agreement may be modified from time to time by the
26 written consent of all the parties without, in any way, affecting the remainder.
27 8. NON-ASSIGNMENT: Neither party shall assign, transfer or subcontract this Agreement nor
28 their rights or duties under this Agreement without the prior written consent of the other party.
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1 9. HOLD HARMLESS: CONTRACTOR agrees to indemnify, save, hold harmless, and at
2 COUNTY'S request, defend the COUNTY, its officers, agents, and employees from any and all costs and
3 expenses (including attorney's fees and costs), damages, liabilities, claims, and losses occurring or
4 resulting to COUNTY in connection with the performance, or failure to perform, by CONTRACTOR, its
5 officers, agents, or employees under this Agreement, and from any and all costs and expenses (including
6 attorney's fees and costs), damages, liabilities, claims, and losses occurring or resulting to any person, firm,
7 or corporation who may be injured or damaged by the performance, or failure to perform, of
8 CONTRACTOR, its officers, agents, or employees under this Agreement.
9 The provisions of this Section 9 shall survive termination of the Agreement.
10 10. INSURANCE
11 Without limiting COUNTY's right to obtain indemnification from CONTRACTOR or any third parties,
12 CONTRACTOR, at its sole expense, shall maintain in full force and effect, the following insurance policies
13 or a program of self-insurance, including but not limited to, an insurance pooling arrangement or Joint
14 Powers Agreement (JPA)throughout the term of the Agreement:
15 A. Commercial General Liability
16 Commercial General Liability Insurance with limits of not less than Two Million Dollars
17 ($2,000,000.00) per occurrence and an annual aggregate of Four Million Dollars ($4,000,000.00). This
18 policy shall be issued on a per occurrence basis. COUNTY may require specific coverages including
19 completed operations, products liability, contractual liability, Explosion-Collapse-Underground, fire legal
20 liability or any other liability insurance deemed necessary because of the nature of this contract.
21 B. Automobile Liability
22 Comprehensive Automobile Liability Insurance with limits of not less than One Million Dollars
23 ($1,000,000.00) per accident for bodily injury and for property damages. Coverage should include any auto
24 used in connection with this Agreement.
25 C. Professional Liability
26 If CONTRACTOR employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W., M.F.C.C.) in
27 providing services, Professional Liability Insurance with limits of not less than One Million Dollars
28 ($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00) annual aggregate.
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1 D. Worker's Compensation
2 A policy of Worker's Compensation insurance as may be required by the California Labor
3 Code.
4 Additional Requirements Relating to Insurance
5 CONTRACTOR shall obtain endorsements to the Commercial General Liability insurance naming
6 the County of Fresno, its officers, agents, and employees, individually and collectively, as additional
7 insured, but only insofar as the operations under this Agreement are concerned. Such coverage for
8 additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained
9 by COUNTY, its officers, agents and employees shall be excess only and not contributing with insurance
10 provided under CONTRACTOR's policies herein. This insurance shall not be cancelled or changed without
11 a minimum of thirty (30) days advance written notice given to COUNTY.
12 CONTRACTOR hereby waives its right to recover from COUNTY, its officers, agents, and
13 employees any amounts paid by the policy of worker's compensation insurance required by this
14 Agreement. CONTRACTOR is solely responsible to obtain any endorsement to such policy that may be
15 necessary to accomplish such waiver of subrogation, but CONTRACTOR's waiver of subrogation under
16 this paragraph is effective whether or not CONTRACTOR obtains such an endorsement.
17 Within Thirty (30) days from the date CONTRACTOR signs and executes this Agreement,
18 CONTRACTOR shall provide certificates of insurance and endorsement as stated above for all of the
19 foregoing policies, as required herein, to the County of Fresno, (Name and Address of the official who will
20 administer this contract), stating that such insurance coverage have been obtained and are in full force; that
21 the County of Fresno, its officers, agents and employees will not be responsible for any premiums on the
22 policies; that for such worker's compensation insurance CONTRACTOR has waived its right to recover
23 from COUNTY, its officers, agents, and employees any amounts paid under the insurance policy and that
24 waiver does not invalidate the insurance policy; that such Commercial General Liability insurance names
25 the County of Fresno, its officers, agents and employees, individually and collectively, as additional insured,
26 but only insofar as the operations under this Agreement are concerned; that such coverage for additional
27 insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by
28 COUNTY, its officers, agents and employees, shall be excess only and not contributing with insurance
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1 provided under CONTRACTOR's policies herein; and that this insurance shall not be cancelled or changed
2 without a minimum of thirty (30) days advance, written notice given to COUNTY.
3 In the event CONTRACTOR fails to keep in effect at all times insurance coverage as herein
4 provided, COUNTY may, in addition to other remedies it may have, suspend or terminate this Agreement
5 upon the occurrence of such event.
6 All policies shall be issued by admitted insurers licensed to do business in the State of California,
7 and such insurance shall be purchased from companies possessing a current A.M. Best, Inc. rating of A
8 FSC VI or better.
9 11. AUDITS AND INSPECTIONS: CONTRACTOR shall at any time during business hours, and
10 as often as COUNTY may deem necessary, make available to COUNTY for examination all of its records
11 and data with respect to the matters covered by this Agreement. CONTRACTOR shall, upon request by
12 COUNTY, permit COUNTY to audit and inspect all of such records and data necessary to ensure
13 CONTRACTOR'S compliance with the terms of this Agreement.
14 If this Agreement exceeds ten thousand dollars ($10,000.00), CONTRACTOR shall be subject to
15 the examination and audit of the California State Auditor for a period of three (3) years after final payment
16 under contract (Government Code Section 8546.7).
17 12. NOTICES: The persons and their addresses having authority to give and receive notices
18 under this Agreement include the following:
19 COUNTY CONTRACTOR
COUNTY OF FRESNO MetaSource LLC
20 Director of Internal Services/CIO Hal Redjai
333 W Pontiac Way 1517 North Harmony Circle
21 Clovis, CA 93612 Anaheim, CA 92807
22 All notices between COUNTY and CONTRACTOR provided for or permitted under this Agreement
23 must be in writing and delivered either by personal service, by first-class United States mail, by an overnight
24 commercial courier service, or by telephonic facsimile transmission. A notice delivered by personal service
25 is effective upon service to the recipient. A notice delivered by first-class United States mail is effective
26 three COUNTY business days after deposit in the United States mail, postage prepaid, addressed to the
27 recipient. A notice delivered by an overnight commercial courier service is effective one COUNTY business
28 day after deposit with the overnight commercial courier service, delivery fees prepaid, with delivery
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1 instructions given for next day delivery, addressed to the recipient. A notice delivered by telephonic
2 facsimile is effective when transmission to the recipient is completed (but, if such transmission is completed
3 outside of COUNTY business hours, then such delivery shall be deemed to be effective at the next
4 beginning of a COUNTY business day), provided that the sender maintains a machine record of the
5 completed transmission. For all claims arising out of or related to this Agreement, nothing in this section
6 establishes, waives, or modifies any claims presentation requirements or procedures provided by law,
7 including but not limited to the Government Claims Act (Division 3.6 of Title 1 of the Government Code,
8 beginning with section 810).
9 13. GOVERNING LAW: Venue for any action arising out of or related to this Agreement shall
10 only be in Fresno County, California.
11 The rights and obligations of the parties and all interpretation and performance of this Agreement
12 shall be governed in all respects by the laws of the State of California.
13 14. DISCLOSURE OF SELF-DEALING TRANSACTIONS
14 This provision is only applicable if CONTRACTOR is operating as a corporation (a for-profit or
15 non-profit corporation) or if during the term of the Agreement, CONTRACTOR changes its status to
16 operate as a corporation.
17 Members of CONTRACTOR's Board of Directors shall disclose any self-dealing transactions that
18 they are a party to while CONTRACTOR is providing goods or performing services under this
19 agreement. A self-dealing transaction shall mean a transaction to which CONTRACTOR is a party and
20 in which one or more of its directors has a material financial interest. Members of the Board of Directors
21 shall disclose any self-dealing transactions that they are a party to by completing and signing a Self-
22 Dealing Transaction Disclosure Form, attached hereto as Exhibit A and incorporated herein by
23 reference, and submitting it to COUNTY prior to commencing with the self-dealing transaction or
24 immediately thereafter.
25 15. ENTIRE AGREEMENT: This Agreement constitutes the entire agreement between
26 CONTRACTOR and COUNTY with respect to the subject matter hereof, and supersedes all previous
27 Agreement negotiations, proposals, commitments, writings, advertisements, publications, and
28 understanding of any nature whatsoever unless expressly included in this Agreement. In the event of any
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1 inconsistency in interpreting the documents which constitute this Agreement, the inconsistency shall be
2 resolved by giving precedence in the following order of priority: (1)the text of this Agreement, (2)
3 COUNTY'S Request for Quotation/Proposal No. 19-040, and (3)the CONTRACTOR'S quotation/proposal
4 made in response to COUNTY'S Request for Quotation/Proposal No. 19-040.
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1 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year
2 first hereinabove written.
3
4 CONTRAACTGR MetaSource, LLC COUNTY OF FIR ESNO
5 v ••�-
6 (Authorized Sign ture) Nathan Magsig
Chairman of the Board of Supervisors of
7
Randy Powell, Vice President the County of Fresno
Print Name &Title
8
67 West 13490 South, Suite 300
9
Draper, Utah 84020
10 Mailing Address ATTEST:
11 Bernice E. Seidel
Clerk of the Board of Supervisors
12 County of Fresno, State of California
13
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15 By:
16 Deputy
FOR ACCOUNTING USE ONLY:
17 ORG: 89050000
18 Account: 7311
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Exhibit A
SELF-DEALING TRANSACTION DISCLOSURE FORM
In order to conduct business with the County of Fresno (hereinafter referred to as "County"),
members of a contractor's board of directors (hereinafter referred to as "County Contractor"), must
disclose any self-dealing transactions that they are a party to while providing goods, performing
services, or both for the County. A self-dealing transaction is defined below:
"A self-dealing transaction means a transaction to which the corporation is a party and in which one
or more of its directors has a material financial interest"
The definition above will be utilized for purposes of completing this disclosure form.
INSTRUCTIONS
(1) Enter board member's name,job title (if applicable), and date this disclosure is being made.
(2) Enter the board member's company/agency name and address.
(3) Describe in detail the nature of the self-dealing transaction that is being disclosed to the
County. At a minimum, include a description of the following:
a. The name of the agency/company with which the corporation has the transaction; and
b. The nature of the material financial interest in the Corporation's transaction that the
board member has.
(4) Describe in detail why the self-dealing transaction is appropriate based on applicable
provisions of the Corporations Code.
(5) Form must be signed by the board member that is involved in the self-dealing transaction
described in Sections (3) and (4).
Not Applicable
Exhibit A
(1)Company Board Member Information:
Name: Date:
Job Title:
(2)Company/Agency Name and Address:
(3) Disclosure(Please describe the nature of the self-dealing transaction you are a party to):
(4) Explain why this self-dealing transaction is consistent with the requirements of Corporations Code 5233(a):
(5)Authorized Signature
Signature: Date:
1 Exhibit B
2
3 Description Cost
4 8.5"x 11" $0.0279
5 11"x 14" $0.0279
6 Miscellaneous other items including fragile, $0.0279
7 confidential, and/or pocket folders.
8 Content destruction No Charge
9 Document storage in excess of 90 days $0.28 per box per month
10 (not to exceed 180 days)
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COUNTY OF FRESNO
co
FRE9
REQUEST FOR QUOTATION
NUMBER: 19-040
CONVERSION OF PAPER DOCUMENTS TO
ELECTRONIC DATA FILES
Issue Date: January 9, 2019
Closing Date: FEBRUARY 5, 2019 AT 2:00 P.M.
All Questions and Responses must be electronically submitted on the Bid Page on Public Purchase.
For assistance, contact Debbie Scharnick at Phone (559) 600-7110.
BIDDER TO COMPLETE
Undersigned agrees to furnish the commodity or service stipulated in the attached at the prices and terms stated in this RFO.
Bid must be signed and dated by an authorized officer or employee.
Except as noted on individual items,the following will apply to all items in the Quotation Schedule:
• Acash discount of % days will apply.County does not accept temis less than 15 days.
COMPANY
CONTACT PERSON
ADDRESS
CITY STATE ZIP CODE
TELEPHONE NUMBER E-MAIL ADDRESS
AUTHORIZED SIGNATURE
PRINT NAME TITLE
Purchasing Use:DS:yj ORG/Requis ition:2880/2880190063
G:\Pub1ic\RFQ\FY2018-19\19-040 Conversion of Paper Docruents to Electronic Data Files\19-040 Conversion ofPaper Documents to Electronic Data Files .doc
Quotation No. 19-040 Page 2
TABLE OF CONTENTS
PAGE
KEYDATES .................................................................................................................... 3
OVERVIEW..................................................................................................................... 3
BIDINSTRUCTIONS ......................................................................................................4
GENERAL REQUIREMENTS & CONDITIONS............................................................... 5
INSURANCE REQUIREMENTS ................................................................................... 12
PARTICIPATION........................................................................................................... 14
REFERENCE LIST........................................................................................................ 15
SCOPEOF WORK........................................................................................................ 16
COMPLY/NOT COMPLY............................................................................................... 21
QUOTATION SCHEDULE............................................................................................. 22
CHECKLIST ................................................................................................................. 23
G:\PUBLIC\RFQ\FY2018-19\19-040 CONVERSION OF PAPER DOCUNENLS TO ELECTRONIC DATAFI ES\19-040 CONVERSIONOF PAPER
DOCUNENIS TOELECTRONICDATAFIFF.S .DOC
Quotation No. 19-040 Page 3
KEY DATES
RFQ Issue Date: January 9, 2019
Written Questions for RFQ Due: January 22, 2019 at 10:00 A.M.
Questions must be submitted on the Bid Page at Public Purchase.
RFQ Closing Date: February 5, 2019 at 2:00 P.M.
Quotations must be electronically submitted on the Bid Page.
OVERVIEW
The County of Fresno is soliciting bids to provide all labor, materials equipment, permits, fees, taxes and
insurance etc., to perform document scanning and indexing services that will convert paper files into an
electronic digital format as specified herein.
G:\PUBLICRFQ\FY2018-19\19-040 CONVERSIONOF PAPER DOCUMENTS TO ELECTRONIC DATAFILES\19-040 CONVERSIONOF PAPER
DOCUMENTS TO ELECTRONIC DATAFILES .DOC
Quotation No. 19-040 Page 4
BID INSTRUCTIONS
• Bidders must electronically submit bid package in pdf format, no later than the quotation closing date
and time as stated on the front of this document, to the Bid Page on Public Purchase. The County will
not be responsible for and will not accept late bids due to slow internet connection or incomplete
transmissions.
• Bids received after the closing time will NOT be considered.
• All quotations shall remain firm for 180 days.
• Interpretation: Should any discrepancies or omissions be found in the bid specifications or doubt as to
their meaning, the bidder shall notify the Buyer in writing at once. The County shall not be held
responsible for verbal interpretations. Questions regarding the bid must be received by Purchasing
prior to the date and time stated within this document. All addenda issued shall be in writing, duly
issued by Purchasing and incorporated into the contract.
• ISSUING AGENT/AUTHORIZED CONTACT: This RFQ has been issued by County of Fresno,
Purchasing. Purchasing shall be the vendor's sole point of contact with regard to the RFQ, its
content, and all issues concerning it.
All communication regarding this RFQ shall be directed to an authorized representative of County
Purchasing. The specific buyer managing this RFQ is identified on the cover page, along with his or
her telephone number, and he or she should be the primary point of contact for discussions or
information pertaining to the RFQ. Contact with any other County representative, including elected
officials, for the purpose of discussing this RFQ, its content, or any other issue concerning it, is
prohibited unless authorized by Purchasing. Violation of this clause, by the vendor having
unauthorized contact (verbally or in writing) with such other County representatives, may constitute
grounds for rejection by Purchasing of the vendor's quotation.
The above stated restriction on vendor contact with County representatives shall apply until the
County has awarded a purchase order or contract to a vendor or vendors, except as follows. First, in
the event that a vendor initiates a formal protest against the RFQ, such vendor may contact the
appropriate individual, or individuals who are managing that protest as outlined in the County's
established protest procedures. All such contact must be in accordance with the sequence set forth
under the protest procedures. Second, in the event a public hearing is scheduled before the Board of
Supervisors to hear testimony prior to its approval of a purchase order or contract, any vendor may
address the Board.
• APPEALS: Appeals must be submitted in writing within seven (7) working days after notification of
proposed recommendations for award. A"Notice of Award" is not an indication of County's
acceptance of an offer made in response to this RFQ. Appeals shall be submitted to County of
Fresno Purchasing, 4525 E. Hamilton Avenue 2nd Floor, Fresno, California 93702-4599 and in Word
format to gcornuelle(a-)FresnoCountyCA.gov. Appeals should address only areas regarding RFQ
contradictions, procurement errors, proposal rating discrepancies, legality of procurement context,
conflict of interest, and inappropriate or unfair competitive procurement grievance regarding the RFQ
process.
Purchasing will provide a written response to the complainant within seven (7) working days unless
the complainant is notified more time is required. If the appealing bidder is not satisfied with the
decision of Purchasing, bidder shall have the right to appeal to the County Administrative Office
within seven (7)working days after Purchasing's notification; if the appealing bidder is not satisfied
with CAO's decision, the final appeal is with the Board of Supervisors. Please contact Purchasing if
the appeal will be going to the Board of Supervisors.
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GENERAL REQUIREMENTS & CONDITIONS
LOCAL VENDOR PREFERENCE AND DISABLED VETERAN BUSINESS ENTERPRISE BID
PREFERENCE: The Local Vendor Preference and Disabled Veteran Business Enterprise Preference do
not apply to this Request for Quotation.
DEFINITIONS: The terms Bidder, Proposer, Contractor and Vendor are all used interchangeably and refer
to that person, partnership, corporation, organization, agency, etc. which is offering the quotation and is
identified on page one of this Request For Quotation (RFQ).
INTERPRETATION OF RFQ: Vendors must make careful examination of the requirements, specifications
and conditions expressed in the RFQ and fully inform themselves as to the quality and character of services
required. If any person planning to submit a quotation finds discrepancies in or omissions from the RFQ or
has any doubt as to the true meaning or interpretation, correction thereof may be requested in writing from
Purchasing by January 22, 2019, 10:00 AM, cut-off.
Questions must be submitted on the Bid Page at Public Purchase or contact Debbie Scharnick at (559) 600-
7110.
NOTE: Time constraints will prevent County from responding to questions submitted after the cut-off date.
Any change in the Request for Quotation will be made by written addendum issued by the County. The
County will not be responsible for any other explanations or interpretations.
AWARD: The County of Fresno reserves the right to make the award on the basis of the entire group or on
a per line item basis. The award will be made in a manner determined to be to the best advantage of the
County. Past performance (County contracts within the past seven years) and references may factor into
awarding of a contract. The County will be the sole judge in making such determination. Award Notices are
tentative: Acceptance of an offer made in response to this RFQ shall occur only upon execution of an
agreement by both parties or issuance of a valid written Purchase Order by Fresno County Purchasing.
RIGHT TO REJECT BIDS: The County reserves the right to reject any and all bids and to waive
informalities or irregularities in bids. Failure to respond to all questions or not to supply the requested
information could result in rejection of your quotation.
CODES AND REGULATIONS: All work and material to conform to all applicable Federal, State, local and
special district building codes, laws, ordinances, and regulations.
TAXES: The quoted amount must include all applicable taxes. If taxes are not specifically identified in the
quotation it will be assumed that they are included in the total quoted.
SALES TAX: Fresno County pays California State Sales Tax in the amount of 7.975% regardless of
vendor's place of doing business.
TAXES, PERMITS & FEES: The successful bidder shall pay for and include all federal, state and local taxes
direct or indirect upon all materials; pay all fees for, and obtain all necessary permits and licenses, unless
otherwise specified herein.
TAXES, CHARGES AND EXTRAS:
A) DO NOT include Federal Excise Tax. County is exempt under Registration No. 94-73-03401-K.
B) County is exempt from Federal Transportation Tax. Exemption certificate is not required where
shipping papers show consignee as County of Fresno.
C) Charges for transportation, containers, packing, etc. will not be paid unless specified in bid.
SPECIFICATIONS AND EQUALS: Brand names, where used, are a means of establishing quality and
style. Bidders are invited to quote their equals. Alternate offers are to be supported by literature, which fully
describes items that you are bidding.
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No exceptions to or deviations from this specification will be considered unless each exception or deviation is
specifically stated by the bidder, in the designated places. If no exceptions or deviations are shown, the
bidder will be required to furnish items exactly as specified herein. The burden of proof of compliance with
this specification is the responsibility of the bidder.
LITERATURE: Bidders shall submit literature, which fully describes items on which they are bidding, not
later than the closing date of this bid. Any and all literature submitted must be stamped with bidders name
and address.
GUARANTEE AGAINST DEFECTS: All items are to carry a full guarantee against defects in materials and
workmanship and guarantee against breakage and other malfunctions when performing work for which they
are designed.
PACKAGING: Each item listed in the bid gives as part of its description the minimum packaging size that
the County would order. The County feels it more reasonable to order the successful bidder's standard
"carton" sizes; therefore, each bidder is asked to fill in the information for each item. Normally the
circumstances resort to minimum package size orders. Be sure to fill in your"standard" carton size on the
quotation schedule if different from stated.
Quote separate prices on each individual item in County unit of measure (i.e., EA, DZ, PG, not your standard
carton price).
VENDOR ASSISTANCE: Successful bidder shall furnish, at no cost to the County, a representative to assist
County departments in determining their product requirements.
MINOR DEVIATIONS: The County reserves the right to negotiate minor deviations from the prescribed
terms, conditions and requirements with the selected vendor.
BIDDERS' LIABILITIES: County of Fresno will not be held liable for any cost incurred by vendors in
responding to the RFQ.
PRICE RESPONSIBILITY: The selected vendor will be required to assume full responsibility for all services
and activities offered in the quotation, whether or not they are provided directly. Further, the County of
Fresno will consider the selected vendor to be the sole point of contact with regard to contractual matters,
including payment of any and all charges resulting from the contract. The contractor may not subcontract or
transfer the contract, or any right or obligation arising out of the contract, without first having obtained the
express written consent of the County.
PRICES: Bidder agrees that prices quoted are for the contract period, and in the event of a price decline
such lower prices shall be extended to the County of Fresno. Prices shall be quoted F.O.B. destination.
CONFIDENTIALITY: Bidders shall not disclose information about the County's business or business
practices and safeguard confidential data which vendor staff may have access to in the course of system
implementation.
NEWS RELEASE: Vendors shall not issue any news releases or otherwise release information to any third
party about this RFQ or the vendor's quotation without prior written approval from the County of Fresno.
BACKGROUND REVIEW: The County reserves the right to conduct a background inquiry of each
proposer/bidder which may include collection of appropriate criminal history information, contractual and
business associations and practices, employment histories and reputation in the business community. By
submitting a quotation/bid to the County, the vendor consents to such an inquiry and agrees to make
available to the County such books and records the County deems necessary to conduct the inquiry.
ADDENDA: In the event that it becomes necessary to revise any part of this RFQ, addenda will be provided
to all agencies and organizations that receive the basic RFQ.
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CONFLICT OF INTEREST: The County shall not contract with, and shall reject any bid or quotation
submitted by the persons or entities specified below, unless the Board of Supervisors finds that special
circumstances exist which justify the approval of such contract:
1. Employees of the County or public agencies for which the Board of Supervisors is the governing
body.
2. Profit-making firms or businesses in which employees described in Subsection (1) serve as officers,
principals, partners or major shareholders.
3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of
Subsection (1), and who were employees in positions of substantial responsibility in the area of
service to be performed by the contract, or participated in any way in developing the contract or its
service specifications.
4. Profit-making firms or businesses in which the former employees described in Subsection (3) serve
as officers, principals, partners or major shareholders.
5. No County employee whose position in the County enables him to influence the selection of a
contractor for this RFQ, or any competing RFQ, and no spouse or economic dependent of such
employee, shall be employees in any capacity by a bidder, or have any other direct or indirect
financial interest in the selection of a contractor.
INVOICING: All invoices are to be delivered in duplicate to the ordering department. Each invoice shall
reference the purchase order or contract number. The contractor shall obtain the "invoice to" address when
receiving the order.
PAYMENT: County will make partial payments for all purchases made under the contract/purchase order
and accumulated during the month. Terms of payment will be net forty-five (45) days. County will consider
the Bidder's Cash discount Offer, in lieu of the net forty-five (45)days payment terms.
CONTRACT TERM: It is County's intent to contract with the successful bidder for a term of three (3)
years.
RENEWAL: Agreement may be renewed for a potential of two (2)one (1) year periods, based on the mutual
written consent of all parties.
QUANTITIES: Quantities shown in the bid schedule are approximate and the County guarantees no
minimum amount. The County reserves the right to increase or decrease quantities.
ORDERING: Orders will be placed as required by County of Fresno Public Defender.
TERMINATION: The County reserves the right to terminate any resulting contract upon written notice.
INDEPENDENT CONTRACTOR: In performance of the work, duties, and obligations assumed by
Contractor under any ensuing Agreement, it is mutually understood and agreed that CONTRACTOR,
including any and all of Contractor's officers, agents, and employees will at all times be acting and
performing as an independent contractor, and shall act in an independent capacity and not as an officer,
agent, servant, employee,joint venturer, partner, or associate of the COUNTY. Furthermore, County shall
have no right to control or supervise or direct the manner or method by which Contractor shall perform its
work and function. However, County shall retain the right to administer this Agreement so as to verify that
Contractor is performing its obligations in accordance with the terms and conditions thereof. Contractor and
County shall comply with all applicable provisions of law and the rules and regulations, if any, of
governmental authorities having jurisdiction over matters the subject thereof.
Because of its status as an independent contractor, Contractor shall have absolutely no right to employment
rights and benefits available to County employees. Contractor shall be solely liable and responsible for
providing to, or on behalf of, its employees all legally-required employee benefits. In addition, Contractor
shall be solely responsible and save County harmless from all matters relating to payment of Contractor's
employees, including compliance with Social Security, withholding, and all other regulations governing such
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matters. It is acknowledged that during the term of the Agreement, Contractor may be providing services to
others unrelated to the County or to the Agreement.
SELF-DEALING TRANSACTION DISCLOSURE: Contractor agrees that when operating as a corporation
(a for-profit or non-profit corporation), or if during the term of the agreement the Contractor changes its status
to operate as a corporation, members of the Contractor's Board of Directors shall disclose any self-dealing
transactions that they are a party to while Contractor is providing goods or performing services under the
agreement with the County. A self-dealing transaction shall mean a transaction to which the Contractor is a
party and in which one or more of its directors has a material financial interest. Members of the Board of
Directors shall disclose any self-dealing transactions that they are a party to by completing and signing a
Fresno County Self-Dealing Transaction Disclosure Form and submitting it to the County prior to
commencing with the self-dealing transaction or immediately thereafter.
HOLD HARMLESS CLAUSE: Contractor agrees to indemnify, save, hold harmless and at County's request,
defend the County, its officers, agents and employees, from any and all costs and expenses (including
attorney's fees and costs), damages, liabilities, claims and losses occurring or resulting to County in
connection with the performance, or failure to perform, by Contractor, its officers, agents or employees under
this Agreement and from any and all costs and expenses (including attorney's fees and costs), damages,
liabilities, claims and losses occurring or resulting to any person, firm or corporation who may be injured or
damaged by the performance, or failure to perform, of Contractor, its officers, agents or employees under
this Agreement.
MATERIALS TO BE NEW: All materials shall be new and of merchantable grade, free from defect. No bid
will be considered unless it is accompanied by a complete list of manufacturer's catalog numbers of the
items, which the bidder proposes to furnish, together with full descriptive literature on all items so
enumerated. If item proposed differs from these specifications, bidder shall present specific explanation of
functioning and structural characteristics for those details which differ from the specifications listed herein.
SAFETY DATA SHEETS: With the invoice or within twenty-five (25) days of delivery, the seller must
provide to the County a Safety Data Sheet for each product, which contains any substance on "The List of
800 Hazardous Substances", published by the State Director of Industrial Relations. (See Hazardous
Substances Information and Training Act, California State Labor Code Sections 6360 through 6399.7.)
RECYCLED PRODUCTS/MATERIALS: Vendors are encouraged to provide and quote (with
documentation) recycled or recyclable products/materials which meet stated specifications.
DAMAGE TO EXISTING WORK: Damage to existing construction, equipment, planting, etc., by the
contractor in the performance of his work shall be replaced or repaired and restored to original condition by
the contractor.
CLEAN UP: The Contractor shall at all times, keep the premises clean from accumulation of waste
materials or rubbish caused by his employees or work and shall remove all resulting work debris from the job
site.
WATER, POWER&TOILET FACILITIES: Successful bidder may use County owned water, power and
toilet facilities at job site (when existing) at no expense to the successful bidder. Successful bidder will be
required, however, to provide piping, fittings and other items as necessary to bring water and power from
existing service to job site.
COORDINATE WORK WITH OWNER: Successful bidder shall coordinate and schedule the work with the
County so that any interruption to the normal business operations be kept to a minimum.
INSPECTION: All material and workmanship shall be subject to inspection, examination and test by the
County at any and all times during which manufacture and/or construction are carried on. The County shall
have the right to reject defective material and workmanship or require its correction.
SUPERVISION: The Contractor shall give efficient supervision to the work, using therein the skill and
diligence for which he is remunerated in the contract price. He shall carefully inspect the site and study and
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compare all drawings, specifications and other instructions, as ignorance of any phase of any of the features
or conditions affecting the contract will not excuse him from carrying out its provisions to its full intent.
STANDARD OF PERFORMANCE: All work shall be performed in a good and workmanlike manner.
SAFEGUARDS: The contractor shall provide safeguards, in conformity with all local codes and ordinances
as may be required.
BONDS:
Bonding Company Requirements: Each bond specified in this RFQ (bid bond, faithful performance bond
and payment bond) shall meet the requirements of all applicable statutes, including but not limited to those
specified in Public Contract Code section 20129 and Civil Code section 3248. Each bond specified in this
RFQ shall be issued by a surety company designated as an admitted surety insurer in good standing with
and authorized to transact business in this state by the California Department of Insurance, and acceptable
to the County of Fresno. Bidders are cautioned that representations made by surety companies will be
verified with the California Department of Insurance. Additionally, the County of Fresno, in its discretion,
when determining the sufficiency of a proposed surety company, may require the surety company to provide
additional information supported by documentation. The County generally requires such information and
documentation whenever the proposed surety company has either a Best's Key Rating Guide of less than B+
or a financial size designation of less than VIII. Provided, however, that the County expressly reserves its
right to require all information and documentation to which the County is legally entitled from any proposed
surety company.
PERFORMANCE BOND: The successful bidders may be required to furnish a faithful performance bond.
BONDING COMPANY: The company issuing bonds shall be a corporate surety admitted by the California
Insurance Commissioner to do business in the State of California with an A.M Best rating of B++VIII or
better.
COORDINATION AND COMPLETION: The successful bidder shall contact and meet with the County
Coordinator at the job site prior to commencement and completion of any work.
Successful bidder shall complete the job as instructed and described in writing by the contract, bid or
amendment. Any problem or questions that arise in the scope of work, the County must be contacted and
the appropriate written amendment generated.
NOTICE TO PROCEED: Following execution of the agreement by both parties (County and Contractor), the
County will issue a written Notice to Proceed for the project specified herein. The completion period as
defined below, shall commence upon the date that the Notice to Proceed is delivered to the Contractor.
GUARANTEE: The successful bidder shall fully guarantee all aspects of the project for the minimum period
of one (1) year. Such one (1) year period shall commence upon the date of final acceptance by County. The
guarantee shall include but in no way be limited to workmanship, equipment and materials.
DISPUTE RESOLUTION: The ensuing contract shall be governed by the laws of the state of California.
Any claim which cannot be amicably settled without court action will be litigated in the U.S. District Court for
the Eastern District of California in Fresno, CA or in a state court for Fresno County.
DEFAULT: In case of default by the selected bidder, the County may procure the services from another
source and may recover the loss occasioned thereby from any unpaid balance due the selected bidder, or by
any other legal means available to the County.
Regardless of F.O.B. point, vendor agrees to bear all risks of loss, injury or destruction to goods and
materials ordered herein which occur prior to delivery and such loss, injury or destruction shall not release
vendor from any obligation hereunder
ASSIGNMENTS: The ensuing proposed contract will provide that the vendor may not assign any payment
or portions of payments without prior written consent of the County of Fresno.
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ASSURANCES: Any contract awarded under this RFQ must be carried out in full compliance with the Civil
Rights Act of 1964, the Americans With Disabilities Act of 1990, their subsequent amendments, and any and
all other laws protecting the rights of individuals and agencies. The County of Fresno has a zero tolerance
for discrimination, implied or expressed, and wants to ensure that policy continues under this RFQ. The
contractor must also guarantee that services, or workmanship, provided will be performed in compliance with
all applicable local, state, or federal laws and regulations pertinent to the types of services, or project, of the
nature required under this RFQ. In addition, the contractor may be required to provide evidence
substantiating that their employees have the necessary skills and training to perform the required services or
work.
OBLIGATIONS OF CONTRACTOR: Contractor warrants on behalf of itself and all subcontractors
engaged for the performance of the ensuing contract that only persons authorized to work in the United
States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be
employed in the performance of the work hereunder.
TIE BIDS: With all other factors being equal, the contract shall be awarded to the Fresno County vendor
or, if neither or both are Fresno County vendors, the tied vendors will be granted the opportunity to submit
new bids or the entire bid may be rejected and re-bid. If the General Requirements of the RFQ state that
they are applicable, the provisions of the Fresno County Local Vendor Preference shall take priority over
this paragraph.
DATA SECURITY: Individuals and/or agencies that enter into a contractual relationship with the County for
the purpose of providing services must employ adequate controls and data security measures, both internally
and externally to ensure and protect the confidential information and/or data provided to contractor by the
County, preventing the potential loss, misappropriation or inadvertent access, viewing, use or disclosure of
County data including sensitive or personal client information; abuse of County resources; and/or disruption
to County operations.
Individuals and/or agencies may not connect to or use County networks/systems via personally owned
mobile, wireless or handheld devices unless authorized by County for telecommuting purposes and provide a
secure connection; up to date virus protection and mobile devices must have the remote wipe feature
enabled. Computers or computer peripherals including mobile storage devices may not be used (County or
Contractor device)or brought in for use into the County's system(s)without prior authorization from County's
Chief Information Officer and/or designee(s).
No storage of County's private, confidential or sensitive data on any hard-disk drive, portable storage device
or remote storage installation unless encrypted according to advance encryption standards (AES of 128 bit
or higher).
The County will immediately be notified of any violations, breaches or potential breaches of security related
to County's confidential information, data and/or data processing equipment which stores or processes
County data, internally or externally.
County shall provide oversight to Contractor's response to all incidents arising from a possible breach of
security related to County's confidential client information. Contractor will be responsible to issue any
notification to affected individuals as required by law or as deemed necessary by County in its sole
discretion. Contractor will be responsible for all costs incurred as a result of providing the required
notification.
AUDITS AND RETENTION: The Contractor shall maintain in good and legible condition all books,
documents, papers, data files and other records related to its performance under this contract. Such records
shall be complete and available to Fresno County, the State of California, the federal government or their
duly authorized representatives for the purpose of audit, examination, or copying during the term of the
contract and for a period of at least three (3) years following the County's final payment under the contract or
until conclusion of any pending matter(e.g., litigation or audit), whichever is later. Such records must be
retained in the manner described above until all pending matters are closed.
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BIDDER TO COMPLETE:
GUARANTEED PICK UP AND/OR DELIVERY: Bidder will be considered in award of bid only if they can
guarantee. Enter guarantee on this line (i.e. number of days from receipt of order to delivery):
SERVICE LOCATION:
State specific location, where service and/or maintenance can be obtained. Failure to furnish this
information will be cause for rejection of bid.
ADDITIONAL ITEMS:
The County may require additional items from those in bid schedule.
Price list for additional items:
A[ ] percent discount from manufacturer's enclosed price list will be allowed on purchases of all additional
items.
Prices on additional items will be based on successful bidder's firm discount prices from manufacturer's
current published price list. Successful bidder will be required to file any new price list that may become
effective during the life of the contract with the County of Fresno Purchasing Manager within thirty(30) days
of its becoming effective.
State Purchase Order mailing address:
MINIMUM ORDER: Bidder to state minimum order quantities and charges for less than minimum order
quantity(if not stated it will be assumed there are none).
SUBCONTRACTORS:
List all subcontractors that would perform work in excess of one/half of one percent of the total amount of
your bid, and state general type of work such subcontractor would be performing. The primary contractor is
not relieved of any responsibility by virtue of using a subcontractor:
LICENSE:
Bidder to possess appropriate license for the project in accordance with current regulations/statutes.
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INSURANCE REQUIREMENTS
INSURANCE: Without limiting the County's right to obtain indemnification from Contractor or any third
parties, Contractor, at its sole expense, shall maintain in full force and effect, the following insurance policies
or a program of self-insurance, including but not limited to, an insurance pooling arrangement or Joint
Powers Agreement (JPA) throughout the term of the Agreement:
A. Commercial General Liabilitv: Commercial General Liability Insurance with limits of not less than Two
Million Dollars ($2,000,000.00) per occurrence and an annual aggregate of Four Million Dollars
($4,000,000.00). This policy shall be issued on a per occurrence basis. County may require specific
coverage including completed operations, product liability, contractual liability, Explosion-Col lapse-
Underground, fire legal liability or any other liability insurance deemed necessary because of the
nature of the contract.
B. Automobile Liability: Comprehensive Automobile Liability Insurance with limits of not less than One
Million Dollars ($1,000,000.00) per accident for bodily injury and for property damages. Coverage
should include any auto used in connection with this Agreement.
C. Professional Liability: If Contractor employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W.,
M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than One Million
Dollars ($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00)annual aggregate.
This coverage shall be issued on a per claim basis. Contractor agrees that it shall maintain, at its sole
expense, in full force and effect for a period of three years following the termination of this Agreement,
one or more policies of professional liability insurance with limits of coverage as specified herein.
D. Worker's Compensation: A policy of Worker's Compensation insurance as may be required by the
California Labor Code.
Additional Requirements Relating to Insurance:
Contractor shall obtain endorsements to the Commercial General Liability insurance naming the County of
Fresno, its officers, agents, and employees, individually and collectively, as additional insured, but only
insofar as the operations under this Agreement are concerned. Such coverage for additional insured shall
apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers,
agents and employees shall be excess only and not contributing with insurance provided under Contractor's
policies herein. This insurance shall not be cancelled or changed without a minimum of thirty(30) days
advance written notice given to County.
Contractor hereby waives its right to recover from County, its officers, agents, and employees any amounts
paid by the policy of worker's compensation insurance required by this Agreement. Contractor is solely
responsible to obtain any endorsement to such policy that may be necessary to accomplish such waiver of
subrogation, but Contractor's waiver of subrogation under this paragraph is effective whether or not
Contractor obtains such an endorsement.
Within thirty(30)days from the date Contractor executes this Agreement, Contractor shall provide
certificates of insurance and endorsement as stated above for all of the foregoing policies, as required
herein, to the County of Fresno, Public Defender Attn: Cheri Yau, 2220 Tulare Street, 3rd Floor, Fresno,
CA 93721, stating that such insurance coverage have been obtained and are in full force; that the County of
Fresno, its officers, agents and employees will not be responsible for any premiums on the policies; that such
Commercial General Liability insurance names the County of Fresno, its officers, agents and employees,
individually and collectively, as additional insured, but only insofar as the operations under this Agreement
are concerned; that such coverage for additional insured shall apply as primary insurance and any other
insurance, or self-insurance, maintained by County, its officers, agents and employees, shall be excess only
and not contributing with insurance provided under Contractor's policies herein; and that this insurance shall
not be cancelled or changed without a minimum of thirty (30) days advance, written notice given to County.
In the event Contractor fails to keep in effect at all times insurance coverage as herein provided, the County
may, in addition to other remedies it may have, suspend or terminate this Agreement upon the occurrence of
such event.
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All policies shall be with admitted insurers licensed to do business in the State of California. Insurance
purchased shall be purchased from companies possessing a current A.M. Best, Inc. rating of A FSC VII or
better.
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BIDDER TO COMPLETE THE FOLLOWING:
PARTICIPATION
The County of Fresno is a member of the Central Valley Purchasing Group. This group consists of Fresno,
Kern, Kings, and Tulare Counties and all governmental, tax supported agencies within these counties.
Whenever possible, these and other tax supported agencies co-op (piggyback) on contracts put in place by
one of the other agencies.
Any agency choosing to avail itself of this opportunity, will make purchases in their own name, make
payment directly to the contractor, be liable to the contractor and vice versa, per the terms of the original
contract, all the while holding the County of Fresno harmless. If awarded this contract, please indicate
whether you would extend the same terms and conditions to all tax supported agencies within this group as
you are proposing to extend to Fresno County.
Yes, we will extend contract terms and conditions to all qualified agencies within the Central Valley
Purchasing Group and other tax supported agencies.
FE7No, we will not extend contract terms to any agency other than the County of Fresno.
(Authorized Signature)
Title
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VENDOR MUST COMPLETE AND RETURN WITH REQUEST FOR QUOTATION.
Firm:
REFERENCE LIST
Provide a list of at least five (5) customers for whom you have recently provided similar
products/services. If you have held a contract for similar services with the County of Fresno within
the past seven (7) years, list the County as one of your customers. Please list the person most
familiar with your contract. Be sure to include all requested information.
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Failure to provide a list of at least five (5) customers may be cause for rejection of this RFQ.
G:\PUI3LICRFQ\FY2018-19\19-040 CONVERSION OF PAPER DOCUMENTS TO ELECTRONIC DATAFILES\19-040 CONVERSION OF PAPER
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Quotation No. 19-040 Page 16
SCOPE OF WORK
The County of Fresno on behalf of the Public Defender's Office is soliciting bids under which the
successful bidder will provide all labor, materials, taxes, insurance, guarantees, etc. as necessary
to perform document scanning and indexing services that will convert paper files into an
electronic/digital format, (i.e. a Windows file and folder structure).
Pick up and pack all the documents from the County of Fresno. Securely transport said materials
to process as described below.
Upon completion of work, securely transport all materials picked up, back to the County of Fresno,
unless instructed by the County to shred documents.
An estimated 10,500 boxes of case files, or approximately 2,400 pages per box, for a total
estimated volume of 25,200,000 images, to be broken down into batches of not more than 250
boxes.
This project should be completed within three to five years.
Performance of all work must be at a facility within California. Work may not be performed outside
the state of California
Any subcontractors or third party vendors who may be used in any aspect of this process must be
pre-approved by the Public Defender's office prior to the award of any bid.
Requirements:
• Transport materials securely to the facility to be processed as described below.
• Pickup documents/boxes from County's multiple locations using Contractor's vehicles and
employees, securely transporting to facility for scanning.
o Contractor's employees will provide boxes to pack all the County documents and
palletize boxes if necessary.
o Not more than a maximum of 250 boxes shall be picked up at one time.
o Create an internal barcode control number range for each box prior to pickup
o Maintain chain of custody for all documents/boxes picked up at County's location.
• Upon arrival of shipment at Contractor's storage center:
o Enter barcode control numbers into the Contractor's tracking system in order to
track the location, status, and progress of each individual box.
o Provide barcode control numbers to the County once the manifest is created.
o Photograph and tag all damaged boxes.
o Security issues shall be resolved within one hour and the County shall be notified
immediately
o All documents will be maintained and stored within a secure space.
o Vendor must provide proof of safeguards preventing accidental damage to the
documents including but not limited to theft, fire or water damage.
• Analyze the contents of each box and create a detailed log to identify the box contents.
• The log shall include:
o Pages, folders, condition of documents, condition of box, and index variations.
o The log will be kept separately and later used to crosscheck the finished products.
• Any discrepancy shall result in a full audit of the box.
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Quotation No. 19-040 Page 17
• Upon completion of work, securely transport said materials back to the County of Fresno,
unless instructed by the County to shred documents
Description of Documents to be Scanned:
The files consist of several different types of documents for scanning. The majority of the
documents contain multiple pages and are single-sided. Some documents are double-sided and
some contain a mixture of both single-sided and double-sided pages. Other documents include
pages with fold-outs as large as double letter (11" x 17").
Below are some common examples:
o Letter size documents (this represents the majority of the contents of the files)
o Legal size documents
o Ledger size documents
o Post-it notes
o Attorneys' notes on varying sizes of paper
o Tabbed paper exhibits
o Photo exhibits
o Letters received with attached envelopes
o Spiral Bound or otherwise bound transcripts, briefs, etc.
o Pocket file folders containing printing on the front and/or back, on the inside and/or outside
o File folders with stamped or written information on the outside and inside covers
o Fragile documents
o Files may contain either typed or handwritten indexing information
Preparation of documents for scanning shall include:
o Remove staples, paperclips, and other binding, unfold any dog-ears inspect and repair
damaged pages as needed.
o Taped notes and sticky notes will be transferred to the back of the original document, or to
a clean piece of paper in ordered to be scanned.
o Insertion of separator sheets are to be used to separate sections within the files as
documents are removed from folders.
Imaging Specifications:
• Documents are to be scanned from front to back as presented in the file folder.
• Each batch scanned must have a batch identifier (identifier provided by the Public Defender).
• Vendor must provide images in PDF/A standard format.
• Scan at a minimum of 300 dpi.
• Size of each PDF/A file shall not exceed 500MB.
• Each document must be scanned using OCR (Optical Character Recognition)
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Quotation No. 19-040 Page 18
• Each individual file created of imaged documents must contain the following identifier in the file
name.
o Case number (9-digits, e.g. F18000000 or M18000000, to be taken from case label on
outside of file folder)
o If multiple PDF/A files for the same case, use -1, -2, -3, etc. to name consecutive files for
the same case.
• Duplex scan to capture both front and back of document where needed.
• Color images must be viewable quality so that detail in the image is captured.
• Color photos and documents that have colored pencil marks will be scanned in color.
• Size of image must be relative to the original (measuring horizontally and vertically)
• Images must be correctly oriented for viewing, (no skewing or inverting).
• Text must be legible up to the edge of the document.
• Borders shall not be cropped.
• There shall be no missing portion of the edge of the image.
• Contrast ratio between the text and the background must be high
• Contrast on grey scale images should represent the original image
• All documents should be of adequate brightness
• There shall be no color dropout
• There shall be no poor thresholding (dropped low contact features, dark background
obscuring foreground)
• No character dropout, (a missing character)
• No missing lines
• Image must be devoid of speckles or noise in the background of the image
• No repeated scan lines on successive images
• No repeated pixel on successive images
• There shall be no poor focus (small characters or features must be legible)
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Quotation No. 19-040 Page 19
• All blank pages shall be removed and not scanned
• 10% of the images will be spot checked for image quality and readability, prior to delivery
to the Public Defender for review.
• Each file will be indexed by the successful Vendor for quick retrieval using the index
information provided. Index metadata must be included with each file. Data to be captured in
the metadata includes the following core index fields:
o Case number (9-digits, e.g. F18000000 or M18000000, to be taken from case label
on outside of file folder).
o Defendant name
o Every written page shall be scanned.
o All errors shall be fixed within 24 hours of contacting the County, and at no
additional cost to the County.
o Image repair, file separation and index correction shall be done in real time and
forwarded to the County within 24 hours
• Quality control of scanning, image control and indexing will be performed once completed.
o The data shall then be moved to contractor's dedicated image server in order to
provide the county instant access to search scanned documents. The County will
perform their own quality control in addition to the vendor's quality control check.
o Documents that are imaged will be stored for 3 months free of charge per delivery
during quality checking and disposition determination.
o Upon county's approval of scanned documents, deliver images via a secure file
transfer protocol or deliver the images on an encrypted, password protected hard
drive.
• Formal approval shall be obtained from the County prior to the initiation of shredding any
document. County will be given a certificate of destruction for all documents shredded.
Processing Specifications:
• Fragile or other type documents that require special handling shall be processed in the
safest manner to protect the integrity of the original document and ensure the electronic
format is easily legible. This may include photocopying the original fragile document and
scanning the photocopied version of the document when necessary.
• Optical Character Recognition (OCR) of text process must be performed on 100 % of the
files scanned.
• Post-It notes shall be positioned in a manner so as not to obscure the document text, taped
to the back of the document, or taped to an 8 '/2" x 11" sized piece of paper prior to
scanning.
• The Public Defender's office will create the index of the case number and box number.
• Original documents are not to be destroyed until scanned images are fully accepted by
Public Defender's office
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Quotation No. 19-040 Page 20
• The encrypted external hard drive(s) with scanned images are to be certified as virus and
malware free, prior to return delivery
• Hard drive connection interface is to be USB-2 or USB-3. If other please specify
• Encryption key to be provided separately from the returned drives
• List the name(s) of the Courier(s) and tracking method that will be used for the returned
scanned file.
• Provide an estimated file size of all scanned images
• The images must meet "Legal Admissibility" in compliance with State and Federal laws
Meetings:
o Prior to the commencement of any services, the Contractor and the County shall
meet, to discuss and mutually establish the shortest possible time line to complete
the project, set milestones, and determine the best procedure to retrieve files sent
for scanning. Instructions for the disposition of all physical media like, CDs/DVDs or
Flash drives or different type of media will be agreed upon at this meeting.
Compensation:
• Upon completion of each batch, to the satisfaction of the County project manager, Contractor
shall invoice the County for the services completed. A batch will consist of not more than 250
boxes.
• The invoice shall be prepared on Contractor's letterhead and contain the following information
o The services provided
o The date(s) of service
o The total charges to the County for the services delivered
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Quotation No. 19-040 Page 21
COMPLY/NOT COMPLY
Compliance and understanding of the specification is to be noted by marking "COMPLY" on the
line provided to the right of the specification. Non-compliance is to be indicated by marking
"NOT COMPLY" on the line. A detailed statement explaining why they fail to meet the stated
specification or requirement must accompany all non-compliant items.
Failure to mark this page could result in your quotation being non-responsive.
BIDDER TO COMPLETE THE FOLLOWING: COMPLY/
NOT COMPLY
1. Optical Character Recognition will be performed on 100% of all files scanned
2. Vendor will provide a certificate of destruction for all documents destroyed
3. Vendor will provide an audit trail of the document chain of custody to the Public
Defender's Office
4. Scanned images will be in PDF/A standard format
5. Images will be scanned with a minimum of 300 dpi
6. PDF/A file size shall not exceed 500MB
7. Vendor will guarantee all images scanned will meet or exceed each and every
image specification set forth within this RFQ
8. Vendor has the capability of scanning unique sized documents to meet the
minimum image results specifications listed within this RFQ
9. Vendor can meet or surpass all State and Federal legal requirements and laws
that apply to the handling of confidential records, documents and images
10. Vendor will provide Quality Control equal to not less than medium industry
standards
11. Vendor can provide a secured scanning and prep area 24/7 that prohibits the
use of any type of recording devices, such as, but not limited to: cameras and
cell phones
12. Vendor will provide proof of safeguards against accidental damage to
documents
13. Does the bidder anticipate or have any intension of using a third party or
subcontractor for any aspect of this RFQ?
Compliance may be subject to verification by the Public Defender's Office
"Please Note: Failure to comply to all services requested will not automatically disqualify any
Bidder.❑
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Quotation No. 19-040 Page 22
QUOTATION SCHEDULE
All Quotes shall include all costs for:
Pickup, any necessary preparation of boxes for shipping, scanning, indexing, quality
control and delivery of data.
Description Estimated Unit Unit Extended Price
Quantity Price
8.5 x 11 2,324,070 Per $ $
page
11 x 17 174,930 Per $ $
page
Document Destruction 10,500 Per Box $ $
All other sized, fragile, 199,920 Per $ $
confidential, and/or Pocket page
folders
Applicable Sales tax
TOTAL COST $
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Quotation No. 19-040 Page 23
CHECK LIST
This Checklist is provided to assist the vendors in the preparation of their bid response. Included in this list,
are important requirements and is the responsibility of the bidder to submit with the bid package in order to
make the bid compliant. Because this checklist is just a guideline, the bidder must read and comply with the
bid in its entirety.
Check off each of the following:
1. The Request for Quotation (RFQ) has been signed and completed.
2. Addenda, if any, have been signed and included in the bid package.
3. The completed Reference List as provided with this RFQ.
4. The Quotation Schedule as provided with this RFQ has been completed, price reviewed for
accuracy and any corrections initialed.
5. Indicate all of bidder exceptions to the County's requirements, conditions and specifications
as stated within this RFQ.
6. The Participation page as provided within this RFQ has been signed and included
7. Bidder to Complete page as provided with this RFQ.
8. Return checklist with RFQ response.
9. Completed RFQ in pdf format, electronically submitted to the Bid Page on Public
Purchase.
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COUNTY OF FRESNO
ADDENDUM NUMBER: ONE (1 )
RFQ NUMBER: 19-040
CONVERSATION OF PAPER DOCUMENTS TO
ELECTRONIC DATA FILES
Issue Date: January 29, 2019
CLOSING DATE: FEBRUARY 79 2019 AT 2:00 P.M.
Submit all Questions and Quotations on the Bid Page at Public Purchase.
For assistance contact Debbie Scharnick at(559)600-7110.
NOTE THE FOLLOWING AND ATTACHED ADDITIONS, DELETIONS AND/OR CHANGES TO THE
REQUIREMENTS OF REQUEST FOR QUOTATION NUMBER: 19-040 AND INCLUDE THEM IN YOUR
RESPONSE. PLEASE SIGN AND RETURN THIS ADDENDUM WITH YOUR QUOTATION.
➢ Closing date has been extended to February 7, 2019 at 2:00 PM
Please see the attached for answers to the questions submitted
ACKNOWLEDGMENT OF ADDENDUM NUMBER ONE (1L TO RFQ 19-040
COMPANY NAME:
(PRINT)
SIGNATURE:
NAME & TITLE:
(PRINT)
Purchasing Use:DS:yj ORG/Requisition:2880/2800190063
G:\PUBLIC\RFQ\FY2018-19\19-040 CONVERSION OF PAPER DOCUMENTS TO ELECTRONIC DATA FILES\19-040 ADDENDUM
1 CONVERSATION OF PAPER DOCUMENTS TO ELECTRONIC DATA FILES.DOC
ADDENDUM NO. ONE (1) Page 2
REQUEST FOR PROPOSAL NUMBER 19-040
January 29, 2019
QUESTIONS AND ANSWERS
Q1. Would you consider a vendor outside of the state of California for indexing only?
Images would be viewed by indexers through secured cloud (Citrix)
A 1. No
Q2. The bid states must be performed in the state of California, would you consider a
vendor outside of CA if price and experience were advantageous?
A 2. No
Q3. The Scope of Work states 25,200,000 images but the Pricing form estimated qty is at
2,324,070, please clarify the estimated images that need to converted.
A3. Please replace the Quotation Schedule with the attached "Revised Quotation Schedule"
This has the amended estimated quantities.
Q4. Is the County asking the Contractor to provide boxes and labor to box up the files for
transport to the Contractor's facility?
A4. Yes
Q5. For the detailed log to be created by the Contractor, the County is requesting a
breakdown of"Pages, folders, condition of documents, condition of box, and index
variations." Is the Contractor required to count the number of pages per file?
Manual counting of pages is an inaccurate and slow process.
A5. The process of scanning in documents should count the pages. Manual counting will not be
necessary.
Q6. On page 18 the bid says files are to be indexed by 9-digit case numbers and on page
19 it says they are to be indexed by 9-digit case number and Defendant name. Is the
Defendant Name required? If so, does the County have a database of case file
numbers and Defendant Name they can provide to the Contractor?
A6. Files will be indexed by case number, defendant name and birthday. Yes the County has a
database.
Q7. Please confirm that the County will create an index of Case Number and Box Number
A 7. Yes
Q8. Will the contractor be boxing up the files for the County?
A8. Yes
Q9. Will one case file be one electronic document or will there be a need to identify
individual document types within a case file?
A9. One case file will be one electronic document.
Q10.What is the average number of pages per file?
A10. 55-60% are Misdemeanor, which are 5-10 pages in length
35-40% are Felony, which are 10-20 pages in length
3-5% are Serious Felonies, which are 50-100 pages in length
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Addendum No. ONE (1) Page 3
Request for Quotation Number: 19-040
January 29, 2019
Q11.What percentage of the scanning will be in color?
A11. Less than 5%
Q12.Page 19: Indexing is Case Number and Defendent Name. What is format for
Defendent Name? ie. Last, First. Please provide example.
A 12. Court Case Number— Last name, First name.
Q13.RFQ requires transportation in Company Owned Vehicles. Will you consider fully
vetted contractor to company with credible references?
A 13. Yes
Q14.Page 16: "Performance of all work must be at a facility within California."
Could vendor come on-site and convert documents at county facility?
A 14. No
Q15.What Document management system will the County be importing scanned images
into?
A15. This is yet to be determined.
Q16.Does the county intend to keep all encrypted drives or return them once files are
accepted? If returned, sales tax will not need to be applied
A16. The County intends to keep all files.
Q17.The vendor is responsible for creating a manifest of shipment and box contents.
Does the County have a template manifest for the vendor to use or can the vendor
provide their own?
A17. The vendor can provided their own manifest.
Q18.Is there a specific import process needed to accomplish successful import that the
vendor will need to be aware of?
A 18. No
Q19.Can the county produce picture samples of what condition boxes are in, what the
box contents look like and where the boxes are stored? A sample of what a case file
would look like?
A19. For confidential reasons we can only provide the attached pictures of sample boxes.
Q20.Is there an estimated # of case files/box? The county is requesting an estimated size
for PDF/A files not exceed 500MB so a total estimated batch size would be easier to
calculate if an average # of case files/box was provided
A20. Misdemeanor: 200 files/boxes
Felony: 50-100 files/boxes
Serious Felonies: On rare occasions one file could require multiple boxes.
Q21.What % of the boxes are potentially damaged, requiring repair and
photographs/tagging?
A21. None of the boxes should be damaged
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Addendum No. ONE (1) Page 4
Request for Quotation Number: 19-040
January 29, 2019
Q22.For folders with writing/information on the front, back, inside or outside, does this
information need to be captured? Can the folder itself be scanned?
A22. Yes, information on the front, back, inside or outside the folders must be captured. Yes,
the folder itself can be scanned.
Q23.Per page 9 of the RFP, BONDING is mentioned. Typically bonding is not required on
scanning jobs of this type. Is bonding a requirement of the bidder or can this be
waived?
A23. Bonding will not be required for this bid.
Q24.Page 9: "successful bidders may be required to furnish a faithful performance
bond."
Will vendor be required to furnish "Performance Bond"? If yes, how much?
A24. Bonding will not be required for this bid.
Q25.We are just submitting one electronic copy through public purchase. is that correct
or are we sending hard copies ass well. i don't see a bid submitter specifications.
A25. Yes all responses must be submitted through Public Purchase
Q26.On page 11. Additional Items. Are we to submit a generic price list for the bid or is
this after contact award.
A26. Pricing for additional items will be discussed after the contract has been awarded.
G:\PLBUCWQ\FY2018-19\19-04000NVERSIONOF PAPER DOCLAENIS TO ELECTRONIC DATAFIIES\19-040 ADDEND JM l CONVERSATIONOF
PAPER DOCL VENTS TO ELECTRONIC DATAFI ES.DOC
REVISED QUOTATION SCHEDULE
All Quotes shall include all costs for:
Pickup, any necessary preparation of boxes for shipping, scanning, indexing, quality
control and delivery of data.
Description Estimated Unit Unit Extended Price
Quantity Price
8.5 x 11 21,700,000 Per $ $
page
11 x 17 1,633,333 Per $ $
page
Document Destruction 10,500 Per Box $ $
All other sized, fragile, 1,866,667 Per $ $
confidential, and/or page
Pocket folders
Applicable Sales tax
TOTAL COST $
k
,.
i
; � ► .35085 EBO;
LIST
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Bo M. 35086 Bo 350'02
LIST NO.
35097 ;O 35001
•
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COUNTY OF FRESNO
ADDENDUM NUMBER: TWO (2)
RFQ NUMBER: 19-040
CONVERSION OF PAPER DOCUMENTS TO
ELECTRONIC DATA FILES
Issue Date: January 29, 2019
CLOSING DATE: FEBRUARY 79 2019 AT 2:00 P.M.
Submit all Questions and Quotations on the Bid Page at Public Purchase.
For assistance contact Debbie Scharnick at(559)600-7110.
NOTE THE FOLLOWING ADDITIONS, DELETIONS AND/OR CHANGES TO THE REQUIREMENTS OF
REQUEST FOR QUOTATION NUMBER: 19-040 AND INCLUDE THEM IN YOUR RESPONSE. PLEASE SIGN
AND RETURN THIS ADDENDUM WITH YOUR QUOTATION.
➢ To clarify the following two (2) questions
The County is not requesting the Contractor to provide any boxes.
The County is requesting our boxes be packed for secure transport, i.e. Palletize the boxes.
Question:
Is the County asking the Contractor to provide boxes and labor to box up the files for transport to the
Contractor's facility?
Answer: Yes
11
Question:
Will the contractor be boxing up the files for the County?
11
Answer: Yes
ACKNOWLEDGMENT OF ADDENDUM NUMBER TWO (2 TO RFQ 19-040
COMPANY NAME:
(PRINT)
SIGNATURE:
NAME & TITLE:
(PRINT)
Purchasing Use:DS:yj ORG/Requisition:2880/2800190063
G:\PUBLIC\RFQ\FY2018-19\19-040 CONVERSION OF PAPER DOCUMENTS TO ELECTRONIC DATA FILES\19-040 ADDENDUM
2 CONVERSION OF PAPER DOCUMENTS TO ELECTRONIC DATA FILES.DOC
Response to RFQ 19-040:
Conversion of Paper Documents to
Electronic Data Files
Provided for:
County of Fresno
Public Defender's Office - —
896
Prepared by:
Hal Redjai, Senior Director Business Development—Government Services
MetaSource, LLC
1517 North Harmony Circle
Anaheim, CA 92807
Office 385.351.66511 Mobile 714.322.9233
hredjai@metasource.com
February 7, 2019
400WA
metasource,
February 7, 2019
Debbie Scharnick
County of Fresno
4525 E. Hamilton Avenue, 2nd Floor
Fresno, CA 93702
Re: Response to RFQ 19-040 Conversion of Paper Documents to Electronic Data Files
Dear Ms. Scharnick:
Thank you for the opportunity for MetaSource to submit this proposal to the County of Fresno (the County) to
provide Conversion of Paper Documents to Electronic Data Files services. With the stated scope of work falling
directly into our core service offerings, MetaSource is confident of our position to deliver the technical expertise,
security, and quality that the County demands of its vendor-partner.
This proposal clearly exhibits MetaSource's credentials and qualifications to successfully undertake the services
requested by the County. We deliver the strength, depth, and breadth of a large public firm with the
appreciation, customer focus, and flexibility of a mid-sized private firm.This type of agility directly translates to
reduced risk, continuous process improvement, shared best practices, and unsurpassed value for the County.
MetaSource will be responsible to provide all services and materials to complete the project, start to finish. As
demonstrated throughout our proposal, we offer the County established resources, infrastructure, and
technological, security, and quality assurance capabilities to successfully support this contract. As the County
conducts its evaluation of potential partners,we are certain that it will take note of:
✓ Our thorough understanding of case file processing;
✓ The extensive expertise of our account governance team — 100 years' combined experience on similar
projects;
✓ Our outstanding reputation with our clients;
✓ Our best-in-class deliverables and zero defects methodology;
✓ Our partnership approach to support; and
✓ That those attributes set us apart from our competitors.
Within this document we have addressed each RFQ requirement, and have also provided additional related
information to assist the County with its evaluation of MetaSource's capabilities.We look forward to a favorable
review of this response and appreciate the opportunity to engage in further discussion and demonstration of
our capabilities.
Regards,
Hal Redjai, Senior Director Business Development—Government Sector
Office 385.351.6651 1 .Mobile 714.322.9233
hredjaigmetasource.com
AOOONN*A Table of Contents
RFQChecklist ................................................................................................................................................1
Section1. Fully Executed RFQ.......................................................................................................................2
Section 2. Exceptions to Requirements, Conditions, and Specifications......................................................3
Section 3. MetaSource Differentiators and Value to the County.................................................................4
Section4. About MetaSource.......................................................................................................................9
Section 5. Key Management Staff...............................................................................................................11
Section 6. Project Implementation.............................................................................................................13
Section7.Technical Solution ......................................................................................................................18
Section 8. Robust Security Capabilities.......................................................................................................27
RFQ Checklist
To assist the County with its bidder evaluation process, MetaSource has expanded the following checklist
that identifies each RFQ requirement and its location within our proposal.
RFQ •-. ...
1. The Request for Quotation (RFQ) has been ✓ Section 1
signed and completed.
2. Addenda, if any, have been signed and ✓ Section 1
included in the bid package.
3. The completed Reference List as provided ✓ Section 1
with this RFQ.
4. The Quotation Schedule as provided with ✓ Section 1
this RFQ has been completed, price Please note that MetaSource has
reviewed for accuracy and any corrections replaced the original RFQ Quotation
initialed. Schedule with the revised Quotation
Schedule as provided within Addendum
2.
5. Indicate all of bidder exceptions to the ✓ Section 2
County's requirements, conditions and
specifications as stated within this RFQ.
6. The Participation page as provided within ✓ Section 1
this RFQ has been signed and included.
7. Bidder to Complete page as provided with ✓ Section 1
this RFQ.
8. Return checklist with RFQ response. ✓ Section 1
9. Completed RFQ in pdf format, ✓
electronically submitted to the Bid Page
on PublicPurchase.
Conversion of Paper Documents to Electronic Data Files 1
Section 1. Fully Executed RFQ
This section contains MetaSource's fully executed RFQ document. This includes:
• Signed addenda
• RFQ Reference List
• Revised RFQ Quotation Schedule
• RFQ Participation page
• RFQ Bidder to Complete page
• RFQ checklist
/, Conversion of Paper Documents to Electronic Data Files 2
COUNTY OF FRESNO
co
O s�0
FRCS
REQUEST FOR QUOTATION
NUMBER: 19-040
CONVERSION OF PAPER DOCUMENTS TO
ELECTRONIC DATA FILES
Issue Date: January 9, 2019
Closing Date: FEBRUARY 5, 2019 AT 2:00 P.M.
All Questions and Responses must be electronically submitted on the Bid Page on Public Purchase.
For assistance, contact Debbie Scharnick at Phone (559) 600-7110.
BIDDER TO COMPLETE
Undersigned agrees to furnish the commodity or service stipulated in the attached at the prices and terms stated in this RFQ.
Bid must be signed and dated by an authorized officer or employee.
Except as noted on individual items,the following will apply to all items in the Quotation Schedule:
• A cash discount of NIA % NIA days will apply.County does not accept terms less than 15 days.
MetaSource,LLC
COMPANY
Hal Redjai
CONTACT PERSON
157 N Harmony Circle
ADDRESS
Anaheim CA 92807
CITY STATE ZIP CODE
(385 351-6651,, hredjai@metasource.com
TELEPH N R k E-MAIL ADDRESS
AUTHORIZED SIGNATi4kE
Randy Powell Vice President
PRINT NAME TITLE
Purchasing Use:DS:yj ORGIRequisition:2880 12880190063
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Quotation No. 19-040 Page 2
TABLE OF CONTENTS
PAGE
KEYDATES .................................................................................................................... 3
OVERVIEW..................................................................................................................... 3
BIDINSTRUCTIONS ......................................................................................................4
GENERAL REQUIREMENTS & CONDITIONS............................................................... 5
INSURANCE REQUIREMENTS ................................................................................... 12
PARTICIPATION........................................................................................................... 14
REFERENCE LIST........................................................................................................ 15
SCOPEOF WORK........................................................................................................ 16
COMPLY/NOT COMPLY............................................................................................... 21
QUOTATION SCHEDULE............................................................................................. 22
CHECKLIST ................................................................................................................. 23
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Quotation No. 19-040 Page 3
KEY DATES
RFQ Issue Date: January 9, 2019
Written Questions for RFQ Due: January 22, 2019 at 10:00 A.M.
Questions must be submitted on the Bid Page at Public Purchase.
RFQ Closing Date: February 5, 2019 at 2:00 P.M.
Quotations must be electronically submitted on the Bid Page.
OVERVIEW
The County of Fresno is soliciting bids to provide all labor, materials equipment, permits, fees, taxes and
insurance etc., to perform document scanning and indexing services that will convert paper files into an
electronic digital format as specified herein.
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Quotation No. 19-040 Page 4
BID INSTRUCTIONS
• Bidders must electronically submit bid package in pdf format, no later than the quotation closing date
and time as stated on the front of this document, to the Bid Page on Public Purchase. The County will
not be responsible for and will not accept late bids due to slow internet connection or incomplete
transmissions.
• Bids received after the closing time will NOT be considered.
• All quotations shall remain firm for 180 days.
• Interpretation: Should any discrepancies or omissions be found in the bid specifications or doubt as to
their meaning, the bidder shall notify the Buyer in writing at once. The County shall not be held
responsible for verbal interpretations. Questions regarding the bid must be received by Purchasing
prior to the date and time stated within this document. All addenda issued shall be in writing, duly
issued by Purchasing and incorporated into the contract.
• ISSUING AGENT/AUTHORIZED CONTACT: This RFQ has been issued by County of Fresno,
Purchasing. Purchasing shall be the vendor's sole point of contact with regard to the RFQ, its
content, and all issues concerning it.
All communication regarding this RFQ shall be directed to an authorized representative of County
Purchasing. The specific buyer managing this RFQ is identified on the cover page, along with his or
her telephone number, and he or she should be the primary point of contact for discussions or
information pertaining to the RFQ. Contact with any other County representative, including elected
officials, for the purpose of discussing this RFQ, its content, or any other issue concerning it, is
prohibited unless authorized by Purchasing. Violation of this clause, by the vendor having
unauthorized contact (verbally or in writing) with such other County representatives, may constitute
grounds for rejection by Purchasing of the vendor's quotation.
The above stated restriction on vendor contact with County representatives shall apply until the
County has awarded a purchase order or contract to a vendor or vendors, except as follows. First, in
the event that a vendor initiates a formal protest against the RFQ, such vendor may contact the
appropriate individual, or individuals who are managing that protest as outlined in the County's
established protest procedures. All such contact must be in accordance with the sequence set forth
under the protest procedures. Second, in the event a public hearing is scheduled before the Board of
Supervisors to hear testimony prior to its approval of a purchase order or contract, any vendor may
address the Board.
• APPEALS: Appeals must be submitted in writing within seven (7) working days after notification of
proposed recommendations for award. A"Notice of Award" is not an indication of County's
acceptance of an offer made in response to this RFQ. Appeals shall be submitted to County of
Fresno Purchasing, 4525 E. Hamilton Avenue 2nd Floor, Fresno, California 93702-4599 and in Word
format to gcornuelle(a-)FresnoCountyCA.gov. Appeals should address only areas regarding RFQ
contradictions, procurement errors, proposal rating discrepancies, legality of procurement context,
conflict of interest, and inappropriate or unfair competitive procurement grievance regarding the RFQ
process.
Purchasing will provide a written response to the complainant within seven (7) working days unless
the complainant is notified more time is required. If the appealing bidder is not satisfied with the
decision of Purchasing, bidder shall have the right to appeal to the County Administrative Office
within seven (7)working days after Purchasing's notification; if the appealing bidder is not satisfied
with CAO's decision, the final appeal is with the Board of Supervisors. Please contact Purchasing if
the appeal will be going to the Board of Supervisors.
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GENERAL REQUIREMENTS & CONDITIONS
LOCAL VENDOR PREFERENCE AND DISABLED VETERAN BUSINESS ENTERPRISE BID
PREFERENCE: The Local Vendor Preference and Disabled Veteran Business Enterprise Preference do
not apply to this Request for Quotation.
DEFINITIONS: The terms Bidder, Proposer, Contractor and Vendor are all used interchangeably and refer
to that person, partnership, corporation, organization, agency, etc. which is offering the quotation and is
identified on page one of this Request For Quotation (RFQ).
INTERPRETATION OF RFQ: Vendors must make careful examination of the requirements, specifications
and conditions expressed in the RFQ and fully inform themselves as to the quality and character of services
required. If any person planning to submit a quotation finds discrepancies in or omissions from the RFQ or
has any doubt as to the true meaning or interpretation, correction thereof may be requested in writing from
Purchasing by January 22, 2019, 10:00 AM, cut-off.
Questions must be submitted on the Bid Page at Public Purchase or contact Debbie Scharnick at (559) 600-
7110.
NOTE: Time constraints will prevent County from responding to questions submitted after the cut-off date.
Any change in the Request for Quotation will be made by written addendum issued by the County. The
County will not be responsible for any other explanations or interpretations.
AWARD: The County of Fresno reserves the right to make the award on the basis of the entire group or on
a per line item basis. The award will be made in a manner determined to be to the best advantage of the
County. Past performance (County contracts within the past seven years) and references may factor into
awarding of a contract. The County will be the sole judge in making such determination. Award Notices are
tentative: Acceptance of an offer made in response to this RFQ shall occur only upon execution of an
agreement by both parties or issuance of a valid written Purchase Order by Fresno County Purchasing.
RIGHT TO REJECT BIDS: The County reserves the right to reject any and all bids and to waive
informalities or irregularities in bids. Failure to respond to all questions or not to supply the requested
information could result in rejection of your quotation.
CODES AND REGULATIONS: All work and material to conform to all applicable Federal, State, local and
special district building codes, laws, ordinances, and regulations.
TAXES: The quoted amount must include all applicable taxes. If taxes are not specifically identified in the
quotation it will be assumed that they are included in the total quoted.
SALES TAX: Fresno County pays California State Sales Tax in the amount of 7.975% regardless of
vendor's place of doing business.
TAXES, PERMITS & FEES: The successful bidder shall pay for and include all federal, state and local taxes
direct or indirect upon all materials; pay all fees for, and obtain all necessary permits and licenses, unless
otherwise specified herein.
TAXES, CHARGES AND EXTRAS:
A) DO NOT include Federal Excise Tax. County is exempt under Registration No. 94-73-03401-K.
B) County is exempt from Federal Transportation Tax. Exemption certificate is not required where
shipping papers show consignee as County of Fresno.
C) Charges for transportation, containers, packing, etc. will not be paid unless specified in bid.
SPECIFICATIONS AND EQUALS: Brand names, where used, are a means of establishing quality and
style. Bidders are invited to quote their equals. Alternate offers are to be supported by literature, which fully
describes items that you are bidding.
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No exceptions to or deviations from this specification will be considered unless each exception or deviation is
specifically stated by the bidder, in the designated places. If no exceptions or deviations are shown, the
bidder will be required to furnish items exactly as specified herein. The burden of proof of compliance with
this specification is the responsibility of the bidder.
LITERATURE: Bidders shall submit literature, which fully describes items on which they are bidding, not
later than the closing date of this bid. Any and all literature submitted must be stamped with bidders name
and address.
GUARANTEE AGAINST DEFECTS: All items are to carry a full guarantee against defects in materials and
workmanship and guarantee against breakage and other malfunctions when performing work for which they
are designed.
PACKAGING: Each item listed in the bid gives as part of its description the minimum packaging size that
the County would order. The County feels it more reasonable to order the successful bidder's standard
"carton" sizes; therefore, each bidder is asked to fill in the information for each item. Normally the
circumstances resort to minimum package size orders. Be sure to fill in your"standard" carton size on the
quotation schedule if different from stated.
Quote separate prices on each individual item in County unit of measure (i.e., EA, DZ, PG, not your standard
carton price).
VENDOR ASSISTANCE: Successful bidder shall furnish, at no cost to the County, a representative to assist
County departments in determining their product requirements.
MINOR DEVIATIONS: The County reserves the right to negotiate minor deviations from the prescribed
terms, conditions and requirements with the selected vendor.
BIDDERS' LIABILITIES: County of Fresno will not be held liable for any cost incurred by vendors in
responding to the RFQ.
PRICE RESPONSIBILITY: The selected vendor will be required to assume full responsibility for all services
and activities offered in the quotation, whether or not they are provided directly. Further, the County of
Fresno will consider the selected vendor to be the sole point of contact with regard to contractual matters,
including payment of any and all charges resulting from the contract. The contractor may not subcontract or
transfer the contract, or any right or obligation arising out of the contract, without first having obtained the
express written consent of the County.
PRICES: Bidder agrees that prices quoted are for the contract period, and in the event of a price decline
such lower prices shall be extended to the County of Fresno. Prices shall be quoted F.O.B. destination.
CONFIDENTIALITY: Bidders shall not disclose information about the County's business or business
practices and safeguard confidential data which vendor staff may have access to in the course of system
implementation.
NEWS RELEASE: Vendors shall not issue any news releases or otherwise release information to any third
party about this RFQ or the vendor's quotation without prior written approval from the County of Fresno.
BACKGROUND REVIEW: The County reserves the right to conduct a background inquiry of each
proposer/bidder which may include collection of appropriate criminal history information, contractual and
business associations and practices, employment histories and reputation in the business community. By
submitting a quotation/bid to the County, the vendor consents to such an inquiry and agrees to make
available to the County such books and records the County deems necessary to conduct the inquiry.
ADDENDA: In the event that it becomes necessary to revise any part of this RFQ, addenda will be provided
to all agencies and organizations that receive the basic RFQ.
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CONFLICT OF INTEREST: The County shall not contract with, and shall reject any bid or quotation
submitted by the persons or entities specified below, unless the Board of Supervisors finds that special
circumstances exist which justify the approval of such contract:
1. Employees of the County or public agencies for which the Board of Supervisors is the governing
body.
2. Profit-making firms or businesses in which employees described in Subsection (1) serve as officers,
principals, partners or major shareholders.
3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of
Subsection (1), and who were employees in positions of substantial responsibility in the area of
service to be performed by the contract, or participated in any way in developing the contract or its
service specifications.
4. Profit-making firms or businesses in which the former employees described in Subsection (3) serve
as officers, principals, partners or major shareholders.
5. No County employee whose position in the County enables him to influence the selection of a
contractor for this RFQ, or any competing RFQ, and no spouse or economic dependent of such
employee, shall be employees in any capacity by a bidder, or have any other direct or indirect
financial interest in the selection of a contractor.
INVOICING: All invoices are to be delivered in duplicate to the ordering department. Each invoice shall
reference the purchase order or contract number. The contractor shall obtain the "invoice to" address when
receiving the order.
PAYMENT: County will make partial payments for all purchases made under the contract/purchase order
and accumulated during the month. Terms of payment will be net forty-five (45) days. County will consider
the Bidder's Cash discount Offer, in lieu of the net forty-five (45)days payment terms.
CONTRACT TERM: It is County's intent to contract with the successful bidder for a term of three (3)
years.
RENEWAL: Agreement may be renewed for a potential of two (2)one (1) year periods, based on the mutual
written consent of all parties.
QUANTITIES: Quantities shown in the bid schedule are approximate and the County guarantees no
minimum amount. The County reserves the right to increase or decrease quantities.
ORDERING: Orders will be placed as required by County of Fresno Public Defender.
TERMINATION: The County reserves the right to terminate any resulting contract upon written notice.
INDEPENDENT CONTRACTOR: In performance of the work, duties, and obligations assumed by
Contractor under any ensuing Agreement, it is mutually understood and agreed that CONTRACTOR,
including any and all of Contractor's officers, agents, and employees will at all times be acting and
performing as an independent contractor, and shall act in an independent capacity and not as an officer,
agent, servant, employee,joint venturer, partner, or associate of the COUNTY. Furthermore, County shall
have no right to control or supervise or direct the manner or method by which Contractor shall perform its
work and function. However, County shall retain the right to administer this Agreement so as to verify that
Contractor is performing its obligations in accordance with the terms and conditions thereof. Contractor and
County shall comply with all applicable provisions of law and the rules and regulations, if any, of
governmental authorities having jurisdiction over matters the subject thereof.
Because of its status as an independent contractor, Contractor shall have absolutely no right to employment
rights and benefits available to County employees. Contractor shall be solely liable and responsible for
providing to, or on behalf of, its employees all legally-required employee benefits. In addition, Contractor
shall be solely responsible and save County harmless from all matters relating to payment of Contractor's
employees, including compliance with Social Security, withholding, and all other regulations governing such
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matters. It is acknowledged that during the term of the Agreement, Contractor may be providing services to
others unrelated to the County or to the Agreement.
SELF-DEALING TRANSACTION DISCLOSURE: Contractor agrees that when operating as a corporation
(a for-profit or non-profit corporation), or if during the term of the agreement the Contractor changes its status
to operate as a corporation, members of the Contractor's Board of Directors shall disclose any self-dealing
transactions that they are a party to while Contractor is providing goods or performing services under the
agreement with the County. A self-dealing transaction shall mean a transaction to which the Contractor is a
party and in which one or more of its directors has a material financial interest. Members of the Board of
Directors shall disclose any self-dealing transactions that they are a party to by completing and signing a
Fresno County Self-Dealing Transaction Disclosure Form and submitting it to the County prior to
commencing with the self-dealing transaction or immediately thereafter.
HOLD HARMLESS CLAUSE: Contractor agrees to indemnify, save, hold harmless and at County's request,
defend the County, its officers, agents and employees, from any and all costs and expenses (including
attorney's fees and costs), damages, liabilities, claims and losses occurring or resulting to County in
connection with the performance, or failure to perform, by Contractor, its officers, agents or employees under
this Agreement and from any and all costs and expenses (including attorney's fees and costs), damages,
liabilities, claims and losses occurring or resulting to any person, firm or corporation who may be injured or
damaged by the performance, or failure to perform, of Contractor, its officers, agents or employees under
this Agreement.
MATERIALS TO BE NEW: All materials shall be new and of merchantable grade, free from defect. No bid
will be considered unless it is accompanied by a complete list of manufacturer's catalog numbers of the
items, which the bidder proposes to furnish, together with full descriptive literature on all items so
enumerated. If item proposed differs from these specifications, bidder shall present specific explanation of
functioning and structural characteristics for those details which differ from the specifications listed herein.
SAFETY DATA SHEETS: With the invoice or within twenty-five (25) days of delivery, the seller must
provide to the County a Safety Data Sheet for each product, which contains any substance on "The List of
800 Hazardous Substances", published by the State Director of Industrial Relations. (See Hazardous
Substances Information and Training Act, California State Labor Code Sections 6360 through 6399.7.)
RECYCLED PRODUCTS/MATERIALS: Vendors are encouraged to provide and quote (with
documentation) recycled or recyclable products/materials which meet stated specifications.
DAMAGE TO EXISTING WORK: Damage to existing construction, equipment, planting, etc., by the
contractor in the performance of his work shall be replaced or repaired and restored to original condition by
the contractor.
CLEAN UP: The Contractor shall at all times, keep the premises clean from accumulation of waste
materials or rubbish caused by his employees or work and shall remove all resulting work debris from the job
site.
WATER, POWER&TOILET FACILITIES: Successful bidder may use County owned water, power and
toilet facilities at job site (when existing) at no expense to the successful bidder. Successful bidder will be
required, however, to provide piping, fittings and other items as necessary to bring water and power from
existing service to job site.
COORDINATE WORK WITH OWNER: Successful bidder shall coordinate and schedule the work with the
County so that any interruption to the normal business operations be kept to a minimum.
INSPECTION: All material and workmanship shall be subject to inspection, examination and test by the
County at any and all times during which manufacture and/or construction are carried on. The County shall
have the right to reject defective material and workmanship or require its correction.
SUPERVISION: The Contractor shall give efficient supervision to the work, using therein the skill and
diligence for which he is remunerated in the contract price. He shall carefully inspect the site and study and
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compare all drawings, specifications and other instructions, as ignorance of any phase of any of the features
or conditions affecting the contract will not excuse him from carrying out its provisions to its full intent.
STANDARD OF PERFORMANCE: All work shall be performed in a good and workmanlike manner.
SAFEGUARDS: The contractor shall provide safeguards, in conformity with all local codes and ordinances
as may be required.
BONDS:
Bonding Company Requirements: Each bond specified in this RFQ (bid bond, faithful performance bond
and payment bond) shall meet the requirements of all applicable statutes, including but not limited to those
specified in Public Contract Code section 20129 and Civil Code section 3248. Each bond specified in this
RFQ shall be issued by a surety company designated as an admitted surety insurer in good standing with
and authorized to transact business in this state by the California Department of Insurance, and acceptable
to the County of Fresno. Bidders are cautioned that representations made by surety companies will be
verified with the California Department of Insurance. Additionally, the County of Fresno, in its discretion,
when determining the sufficiency of a proposed surety company, may require the surety company to provide
additional information supported by documentation. The County generally requires such information and
documentation whenever the proposed surety company has either a Best's Key Rating Guide of less than B+
or a financial size designation of less than VIII. Provided, however, that the County expressly reserves its
right to require all information and documentation to which the County is legally entitled from any proposed
surety company.
PERFORMANCE BOND: The successful bidders may be required to furnish a faithful performance bond.
BONDING COMPANY: The company issuing bonds shall be a corporate surety admitted by the California
Insurance Commissioner to do business in the State of California with an A.M Best rating of B++VIII or
better.
COORDINATION AND COMPLETION: The successful bidder shall contact and meet with the County
Coordinator at the job site prior to commencement and completion of any work.
Successful bidder shall complete the job as instructed and described in writing by the contract, bid or
amendment. Any problem or questions that arise in the scope of work, the County must be contacted and
the appropriate written amendment generated.
NOTICE TO PROCEED: Following execution of the agreement by both parties (County and Contractor), the
County will issue a written Notice to Proceed for the project specified herein. The completion period as
defined below, shall commence upon the date that the Notice to Proceed is delivered to the Contractor.
GUARANTEE: The successful bidder shall fully guarantee all aspects of the project for the minimum period
of one (1) year. Such one (1) year period shall commence upon the date of final acceptance by County. The
guarantee shall include but in no way be limited to workmanship, equipment and materials.
DISPUTE RESOLUTION: The ensuing contract shall be governed by the laws of the state of California.
Any claim which cannot be amicably settled without court action will be litigated in the U.S. District Court for
the Eastern District of California in Fresno, CA or in a state court for Fresno County.
DEFAULT: In case of default by the selected bidder, the County may procure the services from another
source and may recover the loss occasioned thereby from any unpaid balance due the selected bidder, or by
any other legal means available to the County.
Regardless of F.O.B. point, vendor agrees to bear all risks of loss, injury or destruction to goods and
materials ordered herein which occur prior to delivery and such loss, injury or destruction shall not release
vendor from any obligation hereunder
ASSIGNMENTS: The ensuing proposed contract will provide that the vendor may not assign any payment
or portions of payments without prior written consent of the County of Fresno.
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ASSURANCES: Any contract awarded under this RFQ must be carried out in full compliance with the Civil
Rights Act of 1964, the Americans With Disabilities Act of 1990, their subsequent amendments, and any and
all other laws protecting the rights of individuals and agencies. The County of Fresno has a zero tolerance
for discrimination, implied or expressed, and wants to ensure that policy continues under this RFQ. The
contractor must also guarantee that services, or workmanship, provided will be performed in compliance with
all applicable local, state, or federal laws and regulations pertinent to the types of services, or project, of the
nature required under this RFQ. In addition, the contractor may be required to provide evidence
substantiating that their employees have the necessary skills and training to perform the required services or
work.
OBLIGATIONS OF CONTRACTOR: Contractor warrants on behalf of itself and all subcontractors
engaged for the performance of the ensuing contract that only persons authorized to work in the United
States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be
employed in the performance of the work hereunder.
TIE BIDS: With all other factors being equal, the contract shall be awarded to the Fresno County vendor
or, if neither or both are Fresno County vendors, the tied vendors will be granted the opportunity to submit
new bids or the entire bid may be rejected and re-bid. If the General Requirements of the RFQ state that
they are applicable, the provisions of the Fresno County Local Vendor Preference shall take priority over
this paragraph.
DATA SECURITY: Individuals and/or agencies that enter into a contractual relationship with the County for
the purpose of providing services must employ adequate controls and data security measures, both internally
and externally to ensure and protect the confidential information and/or data provided to contractor by the
County, preventing the potential loss, misappropriation or inadvertent access, viewing, use or disclosure of
County data including sensitive or personal client information; abuse of County resources; and/or disruption
to County operations.
Individuals and/or agencies may not connect to or use County networks/systems via personally owned
mobile, wireless or handheld devices unless authorized by County for telecommuting purposes and provide a
secure connection; up to date virus protection and mobile devices must have the remote wipe feature
enabled. Computers or computer peripherals including mobile storage devices may not be used (County or
Contractor device)or brought in for use into the County's system(s)without prior authorization from County's
Chief Information Officer and/or designee(s).
No storage of County's private, confidential or sensitive data on any hard-disk drive, portable storage device
or remote storage installation unless encrypted according to advance encryption standards (AES of 128 bit
or higher).
The County will immediately be notified of any violations, breaches or potential breaches of security related
to County's confidential information, data and/or data processing equipment which stores or processes
County data, internally or externally.
County shall provide oversight to Contractor's response to all incidents arising from a possible breach of
security related to County's confidential client information. Contractor will be responsible to issue any
notification to affected individuals as required by law or as deemed necessary by County in its sole
discretion. Contractor will be responsible for all costs incurred as a result of providing the required
notification.
AUDITS AND RETENTION: The Contractor shall maintain in good and legible condition all books,
documents, papers, data files and other records related to its performance under this contract. Such records
shall be complete and available to Fresno County, the State of California, the federal government or their
duly authorized representatives for the purpose of audit, examination, or copying during the term of the
contract and for a period of at least three (3) years following the County's final payment under the contract or
until conclusion of any pending matter(e.g., litigation or audit), whichever is later. Such records must be
retained in the manner described above until all pending matters are closed.
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BIDDER TO COMPLETE:
GUARANTEED PICK UP AND/OR DELIVERY: Bidder will be considered in award of bid only if they can
guarantee. Enter guarantee on this line (i.e. number of days from receipt of order to delivery):
MetaSource will adhere to 100%of all agreed upon pickup and delivery turnaround times set[forth by the
the County. MetaSource will guarantee all scanned data shall be returned within 30 days or less of receipt of physical files L
SERVICE LOCATION:
State specific location, where service and/or maintenance can be obtained. Failure to furnish this
information will be cause for rejection of bid.
MetaSource will perform 100%of all proposed services out of our Southern California facility located in Anaheim,CA
The address of the facility is 1517 North Harmony Circle,AnaheimECA 92807E
ADDITIONAL ITEMS:
The County may require additional items from those in bid schedule.
Price list for additional items:
A[0%] percent discount from manufacturer's enclosed price list will be allowed on purchases of all additional
items. NOT Applicable
Prices on additional items will be based on successful bidder's firm discount prices from manufacturer's
current published price list. Successful bidder will be required to file any new price list that may become
effective during the life of the contract with the County of Fresno Purchasing Manager within thirty(30) days
of its becoming effective.
State Purchase Order mailing address:
MetaSource,LLC.
1517 North Harmony Circle,AnaheimECA�
MINIMUM ORDER: Bidder to state minimum order quantities and charges for less than minimum order
quantity(if not stated it will be assumed there are none).
SUBCONTRACTORS:
List all subcontractors that would perform work in excess of one/half of one percent of the total amount of
your bid, and state general type of work such subcontractor would be performing. The primary contractor is
not relieved of any responsibility by virtue of using a subcontractor:
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LICENSE:
Bidder to possess appropriate license for the project in accordance with current regulations/statutes.
G:\PUI3LICRFQ\FY2018-19\19-040 CONVERSION OF PAPER DOCUMENTS TO ELECTRONIC DATAFILES\19-040 CONVERSION OF PAPER
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Paper Recycling Shredding Specialists , Inc .
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is Hei-cby Granted NAID AAA Certification
by the National Association for Information DeStl'LlCti011
The A'cilioii,il.-Issocitilio)Ifor hybrinafion Destruction(AWD k) is
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the non-pro trade association recognked globally as the secure
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data destruction and o- -fighlbotA.
The certificate holder has met the rigorous requirements of the
X4 ID AA A Cerfification prog"a",and demonstrated through
announced and unannounced 11edits that its securin-processes,
pi-ocedia-es•sYstems. equipment. and training meet the stiviclanis
qf Cam I-equil.ed tiv all known data protection regulations.
Asa i-estift. M4 ID AAA Cer-tification a1vo series to meet all data
Controller rondos selection(hie diligence i-egidaton-requirements.
The certlficaie holder is A'-f ID AAA Cerfi_fieilfior the following services crud media tYpes:
Plant-based Operation for Paper/Printed Media Destruction
Mobile Operation for Paper/Printed Media and Physical Hard
Drive Destruction
Almlicable to th location(s): HI Q11idal
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Nko 1391 E Mission Blvd. Pomona. CA91766 USA
*NAID AAA Certification specifications arc rcutilariv evaluated/amendcd as riLcessary and service provider compliance is wrilied to ensure ong0ing confinmance%%ith all knomi data
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protection regulations including The privacy Act(Australia).(0111t(Europe).I IIIIAA.GLBA.FACTA.Statc-level requirenmits(I 1SA).and 111111:1)A.11111A.PI Ill (Canada)in their rcle%ant
ion(s).w;well as with related risk as.,c.isment.incident reporting and data breach reporting procedures and traini
ng juridict as required therein or separatch
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Quotation No. 19-040 Page 12
INSURANCE REQUIREMENTS
INSURANCE: Without limiting the County's right to obtain indemnification from Contractor or any third
parties, Contractor, at its sole expense, shall maintain in full force and effect, the following insurance policies
or a program of self-insurance, including but not limited to, an insurance pooling arrangement or Joint
Powers Agreement (JPA) throughout the term of the Agreement:
A. Commercial General Liabilitv: Commercial General Liability Insurance with limits of not less than Two
Million Dollars ($2,000,000.00) per occurrence and an annual aggregate of Four Million Dollars
($4,000,000.00). This policy shall be issued on a per occurrence basis. County may require specific
coverage including completed operations, product liability, contractual liability, Explosion-Col lapse-
Underground, fire legal liability or any other liability insurance deemed necessary because of the
nature of the contract.
B. Automobile Liability: Comprehensive Automobile Liability Insurance with limits of not less than One
Million Dollars ($1,000,000.00) per accident for bodily injury and for property damages. Coverage
should include any auto used in connection with this Agreement.
C. Professional Liability: If Contractor employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W.,
M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than One Million
Dollars ($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00)annual aggregate.
This coverage shall be issued on a per claim basis. Contractor agrees that it shall maintain, at its sole
expense, in full force and effect for a period of three years following the termination of this Agreement,
one or more policies of professional liability insurance with limits of coverage as specified herein.
D. Worker's Compensation: A policy of Worker's Compensation insurance as may be required by the
California Labor Code.
Additional Requirements Relating to Insurance:
Contractor shall obtain endorsements to the Commercial General Liability insurance naming the County of
Fresno, its officers, agents, and employees, individually and collectively, as additional insured, but only
insofar as the operations under this Agreement are concerned. Such coverage for additional insured shall
apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers,
agents and employees shall be excess only and not contributing with insurance provided under Contractor's
policies herein. This insurance shall not be cancelled or changed without a minimum of thirty(30) days
advance written notice given to County.
Contractor hereby waives its right to recover from County, its officers, agents, and employees any amounts
paid by the policy of worker's compensation insurance required by this Agreement. Contractor is solely
responsible to obtain any endorsement to such policy that may be necessary to accomplish such waiver of
subrogation, but Contractor's waiver of subrogation under this paragraph is effective whether or not
Contractor obtains such an endorsement.
Within thirty(30)days from the date Contractor executes this Agreement, Contractor shall provide
certificates of insurance and endorsement as stated above for all of the foregoing policies, as required
herein, to the County of Fresno, Public Defender Attn: Cheri Yau, 2220 Tulare Street, 3rd Floor, Fresno,
CA 93721, stating that such insurance coverage have been obtained and are in full force; that the County of
Fresno, its officers, agents and employees will not be responsible for any premiums on the policies; that such
Commercial General Liability insurance names the County of Fresno, its officers, agents and employees,
individually and collectively, as additional insured, but only insofar as the operations under this Agreement
are concerned; that such coverage for additional insured shall apply as primary insurance and any other
insurance, or self-insurance, maintained by County, its officers, agents and employees, shall be excess only
and not contributing with insurance provided under Contractor's policies herein; and that this insurance shall
not be cancelled or changed without a minimum of thirty (30) days advance, written notice given to County.
In the event Contractor fails to keep in effect at all times insurance coverage as herein provided, the County
may, in addition to other remedies it may have, suspend or terminate this Agreement upon the occurrence of
such event.
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Quotation No. 19-040 Page 13
All policies shall be with admitted insurers licensed to do business in the State of California. Insurance
purchased shall be purchased from companies possessing a current A.M. Best, Inc. rating of A FSC VII or
better.
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Quotation No. 19-040 Page 14
BIDDER TO COMPLETE THE FOLLOWING:
PARTICIPATION
The County of Fresno is a member of the Central Valley Purchasing Group. This group consists of Fresno,
Kern, Kings, and Tulare Counties and all governmental, tax supported agencies within these counties.
Whenever possible, these and other tax supported agencies co-op (piggyback)on contracts put in place by
one of the other agencies.
Any agency choosing to avail itself of this opportunity, will make purchases in their own name, make
payment directly to the contractor, be liable to the contractor and vice versa, per the terms of the original
contract, all the while holding the County of Fresno harmless. If awarded this contract, please indicate
whether you would extend the same terms and conditions to all tax supported agencies within this group as
you are proposing to extend to Fresno County.
Yes, we will extend contract terms and conditions to all qualified agencies within the Central Valley
Purchasing Group and other tax supported agencies.
No, we will not extend contract terms to any agency other than the County of Fresno.
MetaSou
By �d
(Authorized Signature)
Randy Powell, Vice President
Title
G:IPUBLICIRFQIFY 2018-19119-040 CONVERSION OF PAPER DOCUMENTS TO ELECTRONIC DATA FILES119-040 CONVERSION OF PAPER
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Quotation No. 19-040 Page 15
VENDOR MUST COMPLETE AND RETURN WITH REQUEST FOR QUOTATION.
Firm:
REFERENCE LIST
Provide a list of at least five (5) customers for whom you have recently provided similar
products/services. If you have held a contract for similar services with the County of Fresno within
the past seven (7) years, list the County as one of your customers. Please list the person most
familiar with your contract. Be sure to include all requested information.
Superior Court of California,County of Los Angeles
Reference Name: Contact: Nancy Guerra
Address: 210 W.Temple Street,Room 6-530,
City: Los Angeles State: CA Zip: 90012
Phone No.: ( 213 830)0205 Date: 2015-Present
Service Provided: The solution includes document re aration,scannin ,indexin ,and the u load of electronic ima es.
MetaSource has been contracted to perform rea-hme scanning o review o a case i es types tor Court.Monthly scanning ot 3MM images
In addition MetaSource was recently awarded a 3 year contract to perform archive file scanning for the court.
Superior Court of California,County of San Bernardino -.------:.-------vw.v-
Reference Name: Contact: David Gonzales
Address: 247 West Third Street
CY. San Bernardino CA State: Zip: 92415
Phone No.: ( 909 708-Y742 Date: 2012-Present
Service Provided:MetaSource has been capturing and processing the Court's case files for over seven years.
The solution includes document preparation,scanning,indexing,and the upload of electronic images.
Reference Name: County of Franklin Courts Contact: Justin J.McHenry,Archives Director
Address: 157 Lincoln Way East
City: Chambersburg PA State: Zip: 17201
Phone No.: ( 717 ) 261.3154 ext.23556 Date: 2015-2018
Service Provided: The solution includes document preparation,scanning,indexing,and the upload of electronic images.
MetaSource successfully converted and uploaded all court files to the County's full satisfaction and within project timeframe and cost.
The completed jobs encompassed approximately 5 million pages.
Reference Name: City of Newport Beach Contact: Lanny Krage
Address: 100 Civic Center Drive
City: Newport Beach CA 92 State: Zip: 660
Phone No.: ( 949 614-3231 Date: 2006-Present
Service Provided: We have been providing a solution that includes document preparation,scanning,indexing,and the upload of electronic
ongoing basis for 6 years.
State of Oregon Judicial Department(OJD)-Jackson County Circuit Court Reference Name: Contact: Tina Qualls,Civil Supervisor,Jackson County Courts
Address: 100 South Oakdale
City. Medford State: OR Zip: 97501
Phone No.: ( 541 ) 776.7171 ext. 124 Date:
Service Provided: The solution includes document pre ara ion,scanning,indexing,and the upload of electronic images of over —42,000 thousand
confidential court documents files.
MetaSource successfully converted and uploaded all court files to the County's full satisfaction and within project timeframe and cost.
Failure to provide a list of at least five (5) customers may be cause for rejection of this RFQ.
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Quotation No. 19-040 Page 16
SCOPE OF WORK
The County of Fresno on behalf of the Public Defender's Office is soliciting bids under which the
successful bidder will provide all labor, materials, taxes, insurance, guarantees, etc. as necessary
to perform document scanning and indexing services that will convert paper files into an
electronic/digital format, (i.e. a Windows file and folder structure).
Pick up and pack all the documents from the County of Fresno. Securely transport said materials
to process as described below.
Upon completion of work, securely transport all materials picked up, back to the County of Fresno,
unless instructed by the County to shred documents.
An estimated 10,500 boxes of case files, or approximately 2,400 pages per box, for a total
estimated volume of 25,200,000 images, to be broken down into batches of not more than 250
boxes.
This project should be completed within three to five years.
Performance of all work must be at a facility within California. Work may not be performed outside
the state of California
Any subcontractors or third party vendors who may be used in any aspect of this process must be
pre-approved by the Public Defender's office prior to the award of any bid.
Requirements:
• Transport materials securely to the facility to be processed as described below.
• Pickup documents/boxes from County's multiple locations using Contractor's vehicles and
employees, securely transporting to facility for scanning.
o Contractor's employees will provide boxes to pack all the County documents and
palletize boxes if necessary.
o Not more than a maximum of 250 boxes shall be picked up at one time.
o Create an internal barcode control number range for each box prior to pickup
o Maintain chain of custody for all documents/boxes picked up at County's location.
• Upon arrival of shipment at Contractor's storage center:
o Enter barcode control numbers into the Contractor's tracking system in order to
track the location, status, and progress of each individual box.
o Provide barcode control numbers to the County once the manifest is created.
o Photograph and tag all damaged boxes.
o Security issues shall be resolved within one hour and the County shall be notified
immediately
o All documents will be maintained and stored within a secure space.
o Vendor must provide proof of safeguards preventing accidental damage to the
documents including but not limited to theft, fire or water damage.
• Analyze the contents of each box and create a detailed log to identify the box contents.
• The log shall include:
o Pages, folders, condition of documents, condition of box, and index variations.
o The log will be kept separately and later used to crosscheck the finished products.
• Any discrepancy shall result in a full audit of the box.
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Quotation No. 19-040 Page 17
• Upon completion of work, securely transport said materials back to the County of Fresno,
unless instructed by the County to shred documents
Description of Documents to be Scanned:
The files consist of several different types of documents for scanning. The majority of the
documents contain multiple pages and are single-sided. Some documents are double-sided and
some contain a mixture of both single-sided and double-sided pages. Other documents include
pages with fold-outs as large as double letter (11" x 17").
Below are some common examples:
o Letter size documents (this represents the majority of the contents of the files)
o Legal size documents
o Ledger size documents
o Post-it notes
o Attorneys' notes on varying sizes of paper
o Tabbed paper exhibits
o Photo exhibits
o Letters received with attached envelopes
o Spiral Bound or otherwise bound transcripts, briefs, etc.
o Pocket file folders containing printing on the front and/or back, on the inside and/or outside
o File folders with stamped or written information on the outside and inside covers
o Fragile documents
o Files may contain either typed or handwritten indexing information
Preparation of documents for scanning shall include:
o Remove staples, paperclips, and other binding, unfold any dog-ears inspect and repair
damaged pages as needed.
o Taped notes and sticky notes will be transferred to the back of the original document, or to
a clean piece of paper in ordered to be scanned.
o Insertion of separator sheets are to be used to separate sections within the files as
documents are removed from folders.
Imaging Specifications:
• Documents are to be scanned from front to back as presented in the file folder.
• Each batch scanned must have a batch identifier (identifier provided by the Public Defender).
• Vendor must provide images in PDF/A standard format.
• Scan at a minimum of 300 dpi.
• Size of each PDF/A file shall not exceed 500MB.
• Each document must be scanned using OCR (Optical Character Recognition)
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Quotation No. 19-040 Page 18
• Each individual file created of imaged documents must contain the following identifier in the file
name.
o Case number (9-digits, e.g. F18000000 or M18000000, to be taken from case label on
outside of file folder)
o If multiple PDF/A files for the same case, use -1, -2, -3, etc. to name consecutive files for
the same case.
• Duplex scan to capture both front and back of document where needed.
• Color images must be viewable quality so that detail in the image is captured.
• Color photos and documents that have colored pencil marks will be scanned in color.
• Size of image must be relative to the original (measuring horizontally and vertically)
• Images must be correctly oriented for viewing, (no skewing or inverting).
• Text must be legible up to the edge of the document.
• Borders shall not be cropped.
• There shall be no missing portion of the edge of the image.
• Contrast ratio between the text and the background must be high
• Contrast on grey scale images should represent the original image
• All documents should be of adequate brightness
• There shall be no color dropout
• There shall be no poor thresholding (dropped low contact features, dark background
obscuring foreground)
• No character dropout, (a missing character)
• No missing lines
• Image must be devoid of speckles or noise in the background of the image
• No repeated scan lines on successive images
• No repeated pixel on successive images
• There shall be no poor focus (small characters or features must be legible)
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Quotation No. 19-040 Page 19
• All blank pages shall be removed and not scanned
• 10% of the images will be spot checked for image quality and readability, prior to delivery
to the Public Defender for review.
• Each file will be indexed by the successful Vendor for quick retrieval using the index
information provided. Index metadata must be included with each file. Data to be captured in
the metadata includes the following core index fields:
o Case number (9-digits, e.g. F18000000 or M18000000, to be taken from case label
on outside of file folder).
o Defendant name
o Every written page shall be scanned.
o All errors shall be fixed within 24 hours of contacting the County, and at no
additional cost to the County.
o Image repair, file separation and index correction shall be done in real time and
forwarded to the County within 24 hours
• Quality control of scanning, image control and indexing will be performed once completed.
o The data shall then be moved to contractor's dedicated image server in order to
provide the county instant access to search scanned documents. The County will
perform their own quality control in addition to the vendor's quality control check.
o Documents that are imaged will be stored for 3 months free of charge per delivery
during quality checking and disposition determination.
o Upon county's approval of scanned documents, deliver images via a secure file
transfer protocol or deliver the images on an encrypted, password protected hard
drive.
• Formal approval shall be obtained from the County prior to the initiation of shredding any
document. County will be given a certificate of destruction for all documents shredded.
Processing Specifications:
• Fragile or other type documents that require special handling shall be processed in the
safest manner to protect the integrity of the original document and ensure the electronic
format is easily legible. This may include photocopying the original fragile document and
scanning the photocopied version of the document when necessary.
• Optical Character Recognition (OCR) of text process must be performed on 100 % of the
files scanned.
• Post-It notes shall be positioned in a manner so as not to obscure the document text, taped
to the back of the document, or taped to an 8 '/2" x 11" sized piece of paper prior to
scanning.
• The Public Defender's office will create the index of the case number and box number.
• Original documents are not to be destroyed until scanned images are fully accepted by
Public Defender's office
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Quotation No. 19-040 Page 20
• The encrypted external hard drive(s) with scanned images are to be certified as virus and
malware free, prior to return delivery
• Hard drive connection interface is to be USB-2 or USB-3. If other please specify
• Encryption key to be provided separately from the returned drives
• List the name(s) of the Courier(s) and tracking method that will be used for the returned
scanned file.
• Provide an estimated file size of all scanned images
• The images must meet "Legal Admissibility" in compliance with State and Federal laws
Meetings:
o Prior to the commencement of any services, the Contractor and the County shall
meet, to discuss and mutually establish the shortest possible time line to complete
the project, set milestones, and determine the best procedure to retrieve files sent
for scanning. Instructions for the disposition of all physical media like, CDs/DVDs or
Flash drives or different type of media will be agreed upon at this meeting.
Compensation:
• Upon completion of each batch, to the satisfaction of the County project manager, Contractor
shall invoice the County for the services completed. A batch will consist of not more than 250
boxes.
• The invoice shall be prepared on Contractor's letterhead and contain the following information
o The services provided
o The date(s) of service
o The total charges to the County for the services delivered
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Quotation No. 19-040 Page 21
COMPLY/NOT COMPLY
Compliance and understanding of the specification is to be noted by marking "COMPLY" on the
line provided to the right of the specification. Non-compliance is to be indicated by marking
"NOT COMPLY" on the line. A detailed statement explaining why they fail to meet the stated
specification or requirement must accompany all non-compliant items.
Failure to mark this page could result in your quotation being non-responsive.
BIDDER TO COMPLETE THE FOLLOWING: COMPLY/
NOT COMPLY
1. Optical Character Recognition will be performed on 100% of all files scanned
COMPLY
2. Vendor will provide a certificate of destruction for all documents destroyed
COMPLY
3. Vendor will provide an audit trail of the document chain of custody to the Public
Defender's Office
COMPLY
4. Scanned images will be in PDF/A standard format
COMPLY
5. Images will be scanned with a minimum of 300 dpi
COMPLY
6. PDF/A file size shall not exceed 500MB
COMPLY
7. Vendor will guarantee all images scanned will meet or exceed each and every
image specification set forth within this RFQ
COMPLY
8. Vendor has the capability of scanning unique sized documents to meet the
minimum image results specifications listed within this RFQ
COMPLY
9. Vendor can meet or surpass all State and Federal legal requirements and laws
that apply to the handling of confidential records, documents and images
COMPLY
10. Vendor will provide Quality Control equal to not less than medium industry
standards
COMPLY
11. Vendor can provide a secured scanning and prep area 24/7 that prohibits the
use of any type of recording devices, such as, but not limited to: cameras and
cell phones
COMPLY
12. Vendor will provide proof of safeguards against accidental damage to
documents
COMPLY
13. Does the bidder anticipate or have any intension of using a third party or
subcontractor for any aspect of this RFQ?
Compliance may be subject to verification by the Public Defender's Office
"Please Note: Failure to comply to all services requested will not automatically disqualify any
Bidder.❑
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❑M=E[17= I[[ 111CrEdd :::1J7❑ ❑Cd Edd���ZI
REVISED QUOTATION SCHEDULE
All Quotes shall include all costs for:
Pickup, any necessary preparation of boxes for shipping, scanning, indexing, quality
control and delivery of data.
Description Estimated Unit Unit Extended Price
Quantity Price
8.5 x 11 21,700,000 Per $ $ 605,430.00
page 0.0279
11 x 17 1,633,333 Per $ $ 45,569.99
page 0.0279
Document Destruction 10,500 Per Box $ No Charge $ 0
All other sized, fragile, 1,866,667 Per $0.0279 $ 52,080.01
confidential, and/or page
Pocket folders
Applicable Sales tax
TOTAL COST $ 703,080.00
Quotation No. 19-040 Page 23
CHECK LIST
This Checklist is provided to assist the vendors in the preparation of their bid response. Included in this list,
are important requirements and is the responsibility of the bidder to submit with the bid package in order to
make the bid compliant. Because this checklist is just a guideline, the bidder must read and comply with the
bid in its entirety.
Check off each of the following:
1. X _ The Request for Quotation (RFQ) has been signed and completed.
2. x Addenda, if any, have been signed and included in the bid package.
3. X The completed Reference List as provided with this RFQ.
4. X The Quotation Schedule as provided with this RFQ has been completed, price reviewed for
accuracy and any corrections initialed.
5. X Indicate all of bidder exceptions to the County's requirements, conditions and specifications
as stated within this RFQ.
6. _X The Participation page as provided within this RFQ has been signed and included
7. X Bidder to Complete page as provided with this RFQ.
8. X Return checklist with RFQ response.
9. X Completed RFQ in pdf format, electronically submitted to the Bid Page on Public
Purchase.
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COUNTY OF FRESNO
ADDENDUM NUMBER: ONE (1 )
RFQ NUMBER: 19-040
CONVERSATION OF PAPER DOCUMENTS TO
ELECTRONIC DATA FILES
Issue Date: January 29, 2019
CLOSING DATE: FEBRUARY 7, 2019 AT 2:00 P.M.
Submit all Questions and Quotations on the Bid Page at Public Purchase.
For assistance contact Debbie Scharnick at (559) 600-7110.
NOTE THE FOLLOWING AND ATTACHED ADDITIONS, DELETIONS AND/OR CHANGES TO THE
REQUIREMENTS OF REQUEST FOR QUOTATION NUMBER: 19-040 AND INCLUDE THEM IN YOUR
RESPONSE. PLEASE SIGN AND RETURN THIS ADDENDUM WITH YOUR QUOTATION.
Closing date has been extended to February 7, 2019 at 2:00 PM
Please see the attached for answers to the questions submitted
QE ADDENDUM NUMBER ONE (1)
4
COMPANY NAME: MetaSource , LLC
(PRINT)
SIGNATURE. N
NAME & TITLE: Hal Redjai I Senior Director-Government Services
(PRINT)
Purchasing Use:DS:yj ORGIRequisition:2880l2800190063
G\PUBLIC\RFQ\FY 2018-19\19-040 CONVERSION OF PAPER DOCUMENTS TO ELECTRONIC DATA FILES\19-040 ADDENDUM
1 CONVERSATION OF PAPER DOCUMENTS TO ELECTRONIC DATA FILES.DOC
COUNTY OF FRESNO
ADDENDUM NUMBER: TWO (2)
RFQ NUMBER: 19-040
CONVERSION OF PAPER DOCUMENTS TO
ELECTRONIC DATA FILES
Issue Date: January 29, 2019
CLOSING DATE: FEBRUARY 77 2019 AT 2:00 P.M.
Submit all Questions and Quotations on the Bid Page at Public Purchase.
For assistance contact Debbie Scharnick at (559) 600-7110.
NOTE THE FOLLOWING ADDITIONS, DELETIONS AND/OR CHANGES TO THE REQUIREMENTS OF
REQUEST FOR QUOTATION NUMBER: 19-040 AND INCLUDE THEM IN YOUR RESPONSE. PLEASE SIGN
AND RETURN THIS ADDENDUM WITH YOUR QUOTATION.
To clarify the following two (2) questions
The County is not requesting the Contractor to provide any boxes.
The County is requesting our boxes be packed for secure transport, i.e. Palletize the boxes.
Question:
Is the County asking the Contractor to provide boxes and labor to box up the files for transport to the
Contractor's facility?
Answer: Yes
Question.
Will the contractor be boxing up the files for the County?
Answer: Yes
ACKNOWLEDGMENT OF ADDENDUM NUM-13 TW 0 RF0 9-M,
COMPANY NAME: MetaSource, LLC'.
(PRINT) j
SIGNATURE:
VVV
NAME & TITLE: Hal Redjai I Senior Director-Government Services
(PRINT)
Purchasing Use:DS:yj ORGIRequisition:2880 1 28OC1 90063
G:\PU13LIC\RFQ\FY2018-19\19-040 CONVERSION OF PAPER DOCUMENTS TO ELECTRONIC DATA FILES\19-040 ADDENDUM
2 CONVERSION OF PAPER DOCUMENTS TO ELECTRONIC DATA FILES.DOC
Section 2. Exceptions to Requirements, Conditions, and
Specifications
MetaSource has reviewed all attachments pertaining to County standard terms and conditions, including
insurance requirements. We agree with and acknowledge the acceptance of all terms listed in the
agreements as is, and will fully comply with all terms and conditions of this contract and any addenda
thereto.
Conversion of Paper Documents to Electronic Data Files 3
Section 3. MetaSource Differentiators and Value to the County
MetaSource is a market leader in the delivery of technology-driven business process outsourcing (BPO)
services, as evidenced by our organizational longevity and the success of our contract engagements.
Having supported high-volume document conversion initiatives since 1994, MetaSource has perfected
proven solutions that continue to deliver exceptional performance. The following selected proficiencies
and differentiators distinguish us from other providers and demonstrate our ability to meet all County
requirements.
^0 Extensive Case File Processing Expertise
Our experience with similar work and deep knowledge of case file processing MetaSource processes
requirements will provide the County an expansive knowledge base and more
thought-leadership capabilities, and enable MetaSource to ensure project case file images each
success through enhanced foresight and control of all operational processes. month. This level .
Providing our clients with consistent, on-time service delivery, MetaSource experience
understands case file processing business and quality requirements, as well for other vendors to
as the composition of the case files to be scanned under this contract. Some
examples include:
Superior Court of California, County of Los Angeles
MetaSource has been contracted to perform real-time scanning of all case files for family law,civil,and juvenile
case files for the County of Los Angeles,Superior Court.This project includes onsite imaging and QC services at
more than 15 locations, encompassing scanning, document typing services, and 100% QC of over 3 million
images per month. Contracted to image and quality control 30 million scanned images on an ongoing basis,we
provide staff and management to accomplish all tasks. MetaSource's performance under the Image Quality
Control Services for Archives Records Center contract demonstrates our abilities to provide processes and
knowledge that conform to zero defects methodology output.
MetaSource was also awarded a contract by the Court in November 2018 to perform high-volume archival
scanning. We provide as-needed packing, manifesting, and transportation, along with document preparation,
scanning, QC,transmission of completed images, and secure document destruction.
Superior Court of California, County of San Bernardino
We have been a long-time partner with the Superior Court of California, County of San Bernardino, for
whom we scan 1.8+ million Court record images per month. The solution is also very similar in scope to
that sought by the County, and includes document preparation, scanning, indexing, and the provision of
electronic images. In July 2018,we were awarded a three-year contract for County-wide archive scanning
and indexing of case files and digitization of more than 15,000 rolls of microfilm (approximately 40 million
images).
Superior Court of California, County of San Joaquin
MetaSource has initiated production on a recently-awarded contract (December 2018) through a
competitive procurement with the Superior Court of California, County of San Joaquin. Differentiated
from the competition, MetaSource earned this business through our key attributes of quality processes,
robust data security, and commitment to continuous improvement, flexible customer solutions, and
seasoned leadership. We established a bi-monthly pickup of boxes that are transported from the Records
/, % Conversion of Paper Documents to Electronic Data Files 4
Annex located near the Stockton Courthouse to our Anaheim production facility. Case files are scanned,
QC'd, and transmitted to the Court. Upon acceptance and approval of deliverables are approved by the
Court, MetaSource oversees the secure destruction of the hardcopy documents.
Pennsylvania Franklin County Court
The County of Franklin Courts contracted with MetaSource to provide imaging, quality control, and file
upload to the Court's document management system. We successfully converted and uploaded all case
files to the Court's full satisfaction and within project timeframe and cost. The completed job
encompassed approximately 2.5 million pages. Earlier this year, Franklin County awarded MetaSource the
second phase of its Court document scanning project, which encompasses an additional 3 million pages
and is currently in process.
State of Oregon Judicial Department(OJD),Jackson County Circuit Court
The OJD contracted with MetaSource to provide imaging, quality control, and upload to the County's
document management system. MetaSource successfully converted and uploaded all case files to the
OJD's full satisfaction and within project timeframe and cost. The completed job encompassed
approximately 2 million pages.
^0 Professional Capacity to Undertake the Scope of Work
MetaSource has been part of the document management and outsourcing industry for more than 30 years
and supports more than 4,800 clients, including a contract with the nation's largest Court system to
perform real-time scanning in support of its file-less initiative. As described above, we have performed,
and continue to perform, similar work for other clients, and possess the resources, technical capability,
and security and quality platforms to successfully support the County's contract requirements.
Our account governance team brings the County extensive experience in case file processing handling and
conversion requirements. They offer combined experience of more than 100 years of hands-on
knowledge,with a long history of direct involvement with assisting, standing up, directing, and managing
similar projects. Our most seasoned industry professionals will provide overall leadership and
management support to ensure that the County receives the highest levels of customer satisfaction and
solid return on its investment in MetaSource resources. Senior Director Business Development Hal Redjai
and Project Director Steve Cooley have a long history with the State of California Court Systems in
developing and implementing end-to-end case file scanning solutions that reduce costs and improve
access to crucial content:
• County of Los Angeles Superior Court (2004 to present)
• County of San Diego Superior Court (1990 to 2006)
• County of Alameda Superior Court (1992 to 1998)
• County of Riverside Superior Court (2014)
• County of San Bernardino Superior Court (2015 to present)
We also leverage the latest technology advances in image capture,which will provide the County a quality-
focused solution. Our experience will allow for a seamless implementation while simultaneously meeting
all the project objectives. The MetaSource account team's conversion experience will ensure a reduced
learning curve, which in turn will provide less impact on the County's daily business operations.
/, % Conversion of Paper Documents to Electronic Data Files 5
Through the successful support of highly competitive projects, we continue to prove that our unique
processes, methodologies, and technologies are nearly always unmatched in cost, accuracy, and quality
of service. Each of the client references listed within this proposal has experienced positive business
impacts by partnering with MetaSource and can attest to the quality and timeliness of our services. We
welcome the County to contact each to discuss MetaSource's solutions that have resulted in reduced
internal costs, provided best-in-class services, and ensured the secure handling and storage of sensitive
customer information.
^0 Ability to Perform within the County's Timeline and Budget; Soundness of Work Plan
MetaSource offers the County the resources and capabilities to quickly establish a case file conversion
program within a relatively compressed timeline. We estimate that live production for the County would
be initiated within three weeks of contract award. As stated in the RFQ, the project must be complete
within three to five years. In compliance with the County's request to limit the number of boxes per pickup
to 250, and assuming the pickups are limited to once a month, this will place project completion at
approximately 42 months. MetaSource has the ability to, and is willing to, expedite the project timeline
to remain within the initial three-year contract term based upon the County's budget and staffing
availability for box preparation, or if the County is willing to increase the number of pickups or release
additional boxes with each pickup.
We understand what is required to mobilize operations and our experience with similar projects has
enabled us to refine and standardize our implementation processes and procedures. MetaSource utilizes
scanning/data capture platforms that allow rapid configuration of components that change based upon
client contractual requirements. We will work closely with the County to validate volumes and make any
process recommendations based on our previous experience with similar engagements. MetaSource will
refine solution components that take the County's budgetary needs into consideration, while producing
output that delivers the highest levels of quality and usability possible. We are expert at developing
solutions that blend the best of operational and cost efficiencies.
'N' Full Chain of Custody and Document Accountability
MetaSource provides a comprehensive chain of custody program, supported by technology and refined
operational processes, to address the highest demands on the transfer of documents from client sites to
our facilities. Our tracking platform will reconcile all County case files and establish accountability of
records from initial pickup and transportation through receipt, processing,and document disposition.The
platform will provide a detailed audit trail and lifecycle reconciliation of all County documents and data
within our possession.The County will also have real-time production reporting through our client portal,
ProjectLink, enabling the County to know exactly how much work was transported/received, processed,
status within production, and when complete.This will be available to the County immediately.
'N' Robust Security Measures and Policies
MetaSource's primary business is data handling and processing, and we take an aggressive stance on
protecting the information our clients entrust to us. By protecting our systems with a comprehensive set
of best practices and controls, we actively mitigate potential threats through a combination of physical,
electronic, and administrative controls. Audited and compliant as SSAE 18 SOC 2 and PCI-DSS Level 1, we
have achieved a 100%approval rate during frequent security audits by the largest insurers and credit card
issuers in the world. With operations that are inherently designed to mitigate project risks, we will
` Conversion of Paper Documents to Electronic Data Files 6
leverage our established controls to ensure the security of all County documents and data. Compliance
requires MetaSource to:
• Map and document security objectives,goals, and responsibilities
• Create and maintain an organizational security structure through the use of a security forum and
security officer, defining security responsibilities, authorization processes, and independent
reviews
• Develop and maintain security infrastructure to protect organizational assets through
accountability and inventory, classification, and handling procedures
• Reduce risks that are inherent in human interaction by screening employees, defining roles and
responsibilities, training employees properly, and documenting the ramifications of not meeting
expectations
• Protect our, and our clients', assets by properly choosing a facility location, maintaining a security
perimeter, implementing access controls, and protecting equipment
• Carry out security through operational procedures, proper change control, incident handling,
separation of duties, capacity planning, network management, and media handling
• Control access to assets based on business requirements, user management, authentication
methods, and monitoring
• Implement security in all phases of a system's lifetime through development of security
requirements, cryptography, integrity, and software development procedures
• Counter disruptions of normal operations by using documented continuity planning and testing
• Comply with regulatory, contractual, and statutory requirements through technical controls,
system audits, and legal awareness
^' Price Competitiveness
MetaSource's size and economies of scale allow us a unique position of being very price competitive. With
pricing that is completely transparent,we "lay our cards on the table,"face up. By doing so,we eliminate
the adversarial nature of a client-vendor relationship. We share what we need to earn per hour for a fair
margin, we show what our throughput is expected to be, and we charge per-unit pricing based on those
numbers.
^0 Ample Financial Resources
MetaSource recognizes that financial viability is critical to ensure the organizational longevity necessary
to provide the ongoing support of our clients' internal processes.We also recognize that the due diligence
process in choosing a business process solutions provider and implementing a solution is costly in both
time and resource allotment for the County. Our most recent audited financial reports (available upon
request) show the durability of our organization, the depth of our experience, and the financial stability
required to take this engagement and stand behind our performance claims. We possess the fiscal
resources to maintain our systems at optimal performance and industry standards—allowing us to deliver
superior products to the County and develop the long-term vision that aligns with the County's needs.
/, % Conversion of Paper Documents to Electronic Data Files 7
'N' A Proven Record of Integrity, Ethics, and Partnership
MetaSource strives to develop customers for life - a principle that embodies two critical concepts:
partnership and trust. Our partnership with the County will begin by getting to know its goals, objectives,
plans, and success criteria, and making them our own.Similar to our work with other clients, MetaSource
will become a critical part of the County team, offering proactive solutions and a "whatever it takes"
attitude. We also offer the commitment and sponsorship of our executive team to ensure complete
success. MetaSource's executive team will support this engagement through our project steering
committee forum, bringing direct attention to the project at a strategic level and monitoring project
progress and potential issues on a regular basis.
As MetaSource expands our footprint, it is of utmost priority to offer best in class support at the highest
level of integrity. Integrity is the core fabric in every area of our process and what we believe ensures we
differentiate ourselves with our competitors: truth in selling, management practices, customer service
accountability, and transparency. We believe these are intertwined best practices that matter most. Our
solutions focus on mutually increasing the value of our partnerships, which results in substantial and
quantifiable process, quality and cost improvements. Our solution is meant to do one thing, and that is
to exceed the expectations set forth by the County.
/, % Conversion of Paper Documents to Electronic Data Files 8
Section 4. About MetaSource
We bring MetaSource is a technology-led business process and content management company
excettencein with solutions that include scanning, data capture, QC and auditing, and document
quality, service, (image) storage, retrieval, and workflow. Our company resources are focused on
labor-intensive processes that drive client value by improving the competitive
' applicationdimensions of cost, innovation, turnaround, scale, and flexibility. Our go-to-market
knowledgestrategy is based upon a consultative and business advisory approach.
our client
partnerships. MetaSource has more than 30 years of digital solutions expertise and is proud to
serve more than 4,800 of America's leading companies and public-sector agencies.
Service and product diversity are company strengths. Our end-to-end portfolio
provides clients the flexibility to customize solutions that address internal financial and operating
challenges. This portfolio includes process management consulting, mailroom, scanning, data capture,
inbound and outbound contact center solutions, and premise-based and hosted document management
systems.
Innovation, reliable delivery,and proactive account management are among the many value propositions
of our customer service commitment. MetaSource operations are open around the clock,every day of the
year. We are staffed by an outstanding group of professionals that are well-trained in production and
client requirements. Our leadership is
tenured with large-scale and complex .R -
operations experience. We utilize best-in-
class technology that is driven by strong , r' id.l,PA
operating systems and a lication-tested 5nhlake cM,UT
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best practices. MetaSource has five Phoenix,AZ
company-owned facilities in North ~d'a 0C.Irs,.
America with strategic partnerships in
China and India. Our services and
solutions are competitively priced.
In summary, MetaSource offers the County the benefits of a large company's resources and experience
with the personalization,focus, and service commitment of a small organization.
MetaSource is a welcome partner to the most demanding public and private organizations that embrace
outsourcing as an effective way to perform their services while controlling costs and increasing efficiency.
Our clients are saving money every year, while keeping pace with demand and providing higher levels of
service and quality. Processing more than 70 million images each year on behalf of our public-sector
clients, a sampling of our government BPO clientele is depicted below.
Agency Name .- of Service Length of
Relationship
City of Newport Beach, CA Citywide scanning to Laserfiche 8 years
County of Franklin, PA—Court System Scanning to Laserfiche 3 years
Superior Court, County of Los Angeles Onsite scanning and Quality Control 3 years
City of Brea, CA Scanning to Laserfiche 4 years
/, % Conversion of Paper Documents to Electronic Data Files 9
Agency Name Tyf Service Length of
.- .
Relationship
Los Angeles Water and Power Employees Document scanning 1 year
Retirement Plan
City of Carlsbad, CA Scanning and searchable PDF output 2 years
State of Oregon -Judicial Department Court case scanning 1 year
County of Riverside Probation Department Document capture 6 years
City of Long Beach, Building and Safety Scan film and large format drawings to 3 years
Bureau Laserfiche
County of Napa Scan building and planning records 2 years
Superior Court, County of San Bernardino Onsite paper scanning and film scanning 6 years
Some additional examples of the work MetaSource has performed for various clients include:
• Support for three of the top five mortgage servicers, including back office functions,file scanning,
indexing, doc typing, trailing documents management, collateral file management, and
audit/compliance services
• Mail handling, imaging, and data entry of more than 16 million driver delivery documents and
expense reports per year for the largest trucking company in the nation; also responsible for
implementation and support of enterprise workflow and imaging retrieval systems
• Invoice processing services including mail handling, doc preparation, scanning, and data entry of
1 million invoice pages annually for a major mining company; also responsible for host-based
imaging ASP used for AP workflow
• Invoice processing services including document preparation, scanning, and data entry of 500,000
invoice pages annually for a national restaurant chain
• Mail handling, imaging, data entry,transcription, image retrieval services, and data processing of
more than 12 million orders per year for the largest magazine-subscription seller in the world
• Data extraction of all 600 characters from workers' comp bills for one of the top three insurance
companies in the world
• Data entry of more than 12 million credit card applications in the past year for several card issuers
• Mail receipt, scanning, and data entry of more than 6.5 million loyalty-program enrollment forms
per year for a major retailer
• Client-site document scanning/imaging and offsite (at MetaSource) data entry of nearly 1 million
birth records for state and federal government entities
/, Conversion of Paper Documents to Electronic Data Files 10
Section 5. Key Management Staff
Our account governance team brings the County extensive experience in government sector
requirements. Our most seasoned industry professionals will manage and support this contract — they
possess more than 100 combined years' experience with case file processing projects. Senior Director
Business Development Hal Redjai and Project Director Steve Cooley have a long history with the State of
California Court Systems in developing and implementing end-to-end case file scanning solutions that
reduce costs and improve access to crucial content:
• County of Los Angeles Superior Court (2004 to present)
• County of San Diego Superior Court (1990 to 2006)
• County of Alameda Superior Court (1992 to 1998)
• County of Riverside Superior Court (2014)
• County of San Bernardino Superior Court (2015 to present)
This level of expertise enables MetaSource to ensure project success through enhanced foresight and
control of all implementation and operational processes.
Hal Redjai Senior Director Business Development State and Local 30 years
7 Government
Bill Jones Assistant Vice President—BPO Service Delivery 35 years
Steve Cooley Project Director 30 years
James DeSpain Senior Vice President, BPO Engineering 20 years
Hal Redjai, Senior Director-Business Development-State and Local Government Services
Based in Anaheim, CA, Hal Redjai has more than 30 years' experience in results-driven document and
information management services as both a principal and senior manager. With a proven track record in
developing new business, managing key accounts, and cultivating long-term relationships, he establishes
confident rapport between clients and internal teams to deliver collaborative and creative solutions. A
sampling of Mr. Redjai's core competencies include:
• P&L management Fortune 100/global clientele
• Business analysis Finance/mortgage industry expertise
• Consultative business development Public/private sector
• Voice of the customer Staff direction/development
• State and local entities Workflow and application design
Mr. Redjai possesses exceptionally strong workflow, application design, and analysis backgrounds. He is a
Certified Document Architect(CDIA)and possesses a BS in Business Management and Administration from
Chapman University. Mr. Redjai will be directly responsible for(but not limited to):
• Management oversight and executive escalation
• Technical matters involving a change in scope, price, or terms or conditions of the agreement
• Inspection and acceptance of services provided and monitoring of deliverables
• Conducting meetings with MetaSource and County personnel as needed
/, Conversion of Paper Documents to Electronic Data Files 11
• Reports specified in the agreement and defined in the SOW
• MetaSource invoices
Bill Jones,Assistant Vice President—BPO Service Delivery
With more than 35 years of hands-on document management experience, Bill Jones has provided quality
conversion services to more than 50 state and local entities over his tenure. He will be responsible for the
following managerial duties for the County's project:
• Plan and direct the implementation and production phases of the project
• Assign and coordinate the project activities
• Provide support for each phase of the project
• Review the results, quality, and timeliness of MetaSource's overall performance
Steve Cooley, Project Director
Steve Cooley has 30 years of experience in document and information management services as both an
integrator and business principal. Focused on streamlining business processes, quality, and turnaround
times, he has 25+years of project implementation and operations.As project director for the County, Mr.
Cooley will lead overall contract performance efforts. In addition,he will manage daily operations,interact
with each functional staff member, and serve as advisor regarding overall operational efficiencies,quality
results,training/hiring, and development opportunities. He will:
• Report directly to MetaSource executive sponsor
• Plan and coordinate MetaSource efforts on the project with County representatives
• Meet with the County project director or designee concerning problems, modifications,
contractual obligations, etc., as requested
• Provide the County with status and performance reports
• Ensure that supervisory and operations staff are aware of the responsibility for security of all
County materials and are trained to handle media in a secure manner at all times
James DeSpain, Senior Vice President, BPO Engineering
James DeSpain leads the BPO organization for MetaSource. He brings more than 20 years of BPO and
Digital Transformation experience from leading Fortune 500 service providers. Having led 5,000+
employees of multi-national teams spanning Mexico, Barcelona, Argentina, Guatemala, and the United
States, his vision enables our future growth opportunities. Mr. DeSpain's experience includes traditional
BPO engagements, process re-engineering, Lean Six Sigma, customer care, SaaS, and enterprise content
management.
Conversion of Paper Documents to Electronic Data Files 12
Section 6. Project Implementation
Implementation Process
MetaSource's implementation process is a well-defined practice that couples our Business Development
and Project Management groups working together before the contract is signed, and all MetaSource key
internal organizations after the contract is signed. Our implementation processes follow the PMBOK
Methodology practice. The PMBOK Guide is process-based, meaning it describes work as being
accomplished by process. It recognizes 47 processes that fall into five basic process groups and ten
knowledge areas that are typical to projects.
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Our implementation process follows three distinct phases:design,pilot,and ramp-up. In the design phase,
MetaSource will request and gather detailed project specifications from the County. From that
information,we will build and present a project plan to the County for joint review. Upon County sign off,
MetaSource will begin configuration of our internal platforms and systems to meet County requirements.
Once MetaSource completes internal end-to-end testing, a test plan will be initiated to discover any
previously unidentified or misinterpreted County business rules. Once the test plan is complete, the pilot
phase will begin. The pilot phase typically encompasses one to two days of processing live work at low
volume to verify that all necessary steps are being taken to ensure accurate and timely processing of
incoming documents. The final phase of project implementation is ramp-up. Ramp-up schedules will be
set with the County based on volume availability and need. Typically, the schedule will follow an
exponential curve, where volumes start at low levels, then increase rapidly to full volume based on, in
part, attainment of contractual service levels.
/1, % Conversion of Paper Documents to Electronic Data Files 13
'mplementation Management
The design, implementation, and ramp up of this contract will be handled by the MetaSource project
manager.The project manager will work closely with the County's assigned account manager to ensure a
smooth transition from implementation to daily operations, at which time the MetaSource project
director will assume primary responsibility. Implementation will also require almost daily communications
between MetaSource and County project and account management staff. A detailed open-items tracking
log will be developed and maintained by MetaSource to monitor all ongoing operational tasks. The log
includes start date, description of the item, next steps, owner, and targeted completion date.
The chart below describes the MetaSource roles that are typically engaged during client implementations:
Project Sponsor • Provide resources and support for the project and accountable for enabling
(individual or group) success
Ensure issues escalated from the project are solved effectively at the
organizational level
Provide the right environment for project teams to deliver successful projects
and programs
Serve as main advocate for the client and assist with scope control (both
internally and with the client)
Project Manager • Accomplish work through the project team and other stakeholders
• Ensure that the project team completes the project
Create and maintain project documentation with the support of the team
Schedule, host,facilitate, and track follow up action items for project related
meetings (e.g., design meeting)
Ensure project issues are escalated to project sponsor for resolution
Business Analyst • Gather requirements from sponsor, Sales,and client
Serve as main interface to sales and client to answer questions from the team
Create and maintain the Business Requirements Document(BRD)
Create and maintain workflow diagram describing overall solution
• Review and sign off on test scripts and test results
Systems Analyst • Create and maintain internal specification spreadsheet
Help drive system/development issues to resolution with the technical teams
Create list of test scripts/scenarios
Review and sign off on test scripts and test results
Development Lead • Provide input on design
Ensure development work is completed
Ensure that development team writes and executes test cases
Plan for deployment and provide input to release plan
Account Manager • Acquire knowledge of client during life of project in preparation for assuming
support of client once implementation is complete
Plan and coordinate any required operations and/or client training
Ad-hoc testing during integration testing period of project (focused on how
client will use data/system/reports from a client perspective)
Production Lead • Provide input on design and ensure keying standards are enforced
Ensure Operations creates training materials and that internal training is
delivered
• Ensure Operations team writes test cases and executes test cases related to
operations including any reports
��� Conversion of Paper Documents to Electronic Data Files 14
Project Role Project Activities/Responsibilities
Plan for production ramp up and operations readiness
Test Lead • Report on test results
Review test results with business analyst and systems analyst
Coordinate UAT testing
Ensure that the integration of the system has been covered through the
analysis and review of the team's test scripts
Tester Create detailed test scripts
Perform integration testing
Risk Mitigation Approach
MetaSource Risk Mitigation Strategies
Prior to implementing any project, MetaSource evaluates and assesses any risks that could interfere with
the provision of client services. Our implementation successes are predicated upon:
The development of full risk assessments and mitigation strategies prior to the initiation of each
project
Our ability to leverage a shared knowledge base and "lessons learned" on previous
implementations
The development of realistic project plans to ensure that timelines, milestones, and deliverables
are met
Technology-based monitoring of all project plans
The selective deployment of resources possessing experience and expertise in the given arenas
and industry verticals
Task and schedule prioritization of various projects and project requirements to ensure all
deadlines are met
MetaSource understands the potential problems faced in implementing information capture initiatives,
and as evidenced by our successes with previous similar engagements,we do not anticipate any issues in
supporting this contract. We have, however, identified some high-level areas that we believe the County
should focus on when selecting its digital imaging partner.
'• • - .•.•
Insufficient experience with case We deliver significant experience with similar work and deep knowledge
file documents of case file processing requirements. We process more than 8 million
case file records each month for clients such as the Superior Court of
California (the County of Los Angeles, the County of Riverside, and the
County of San Bernardino) and the Pennsylvania Franklin County Court.
Differentiated from the competition, MetaSource continues to earn this
business through our key attributes of:
Extensive experience with case file processing
Seasoned leadership
Quality processes
Robust data security
Commitment to continuous improvement
` Conversion of Paper Documents to Electronic Data Files 1s
capabilitiesPotential Issue metasource
• Flexible customer solutions
Inability to provide security in By protecting our systems with a comprehensive set of best practices
processing confidential data and controls, we actively mitigate potential threats through a
combination of physical, electronic, and administrative controls.
Audited and compliant as SSAE 18 SOC 2 and PCI-DSS Level 1, we have
achieved a 100% approval rate during frequent security audits by the
largest insurers and credit card issuers in the world.With operations that
are inherently designed to mitigate project risks, we will leverage our
established controls to ensure the security of all County documents and
data within our possession.
Insufficient accountability and Our robust production tracking and management system will provide
reporting capabilities the County real-time access to the status of its documents in
MetaSource's possession. Authorized staff can also review processing
volumes and accuracy rates for all work handled. Reports will contain
standards for benchmarking, production trends, and relevant scorecard
measurements.
A'big-bang' approach MetaSource leverages a gradual ramp model, which allows our staff
(immediate processing of 100% ample time to meet County-mandated productivity and quality; this
of volume) approach also enables us to effectively manage operational variations or
scenarios not encountered during testing cycles. Should a gradual ramp
period not be a viable option, we ensure that our schedule allows our
staff to process production volumes in a testing environment before the
scheduled go-live date. This approach enables us to audit output
generated by our staff to assess their productivity and quality.
Operational readiness to MetaSource's operational readiness is assessed via toll gates during the
manage volume and SLAs lifecycle of each project to ensure adherance to client service levels in
production. County productivity and quality goals will be continuosly
measured in testing and training environments, and the root cause of
any gaps (as well as corrective actions) will be shared with the project
management team,executive sponsors, and operational leaders.
County Participation to Further Reduce Risk
While MetaSource will take the lead in each implementation step, we will require County input, review,
and signoff to minimize project risk and ensure our developed solution program precisely fits its required
business needs. To ensure a successful project implementation, we will request the following (non-
inclusive) support from the County:
• County resources to support the project kickoff meeting and development of training material
• Continuous input from County subject matter experts regarding any quality issues —this allows
MetaSource to quickly identify quality/production level variances and highlight areas requiring
additional training, modification to system configuration, or other corrective actions
/, Conversion of Paper Documents to Electronic Data Files 16
• Availability of County project management staff to review and sign off on all requirements
documents and testing results
Project Timeline
MetaSource has the capacity and resources to implement projects very quickly. Based on our experience,
the most critical factor in a speedy implementation is receiving rapid communication on questions and
data sets returned to our clients.We will ensure that communication channels with the County are open,
accurate, and timely.
MetaSource has reviewed the scope and volume estimates provided in the RFQ and will commit to meet
or exceed all requested timeframes set forth by the County. As stated in the RFQ, the project must be
complete within three to five years. In compliance with the County's request to limit the number of boxes
per pickup to 250,and assuming the pickups are limited to once a month,this will place project completion
at approximately 42 months. MetaSource has the ability to,and is willing to,expedite the project timeline
to remain within the initial three-year contract term based upon the County's budget and staffing
availability for box preparation, or if the County is willing to increase the number of pickups or release
additional boxes with each pickup. The timeline below accounts for three weeks of requirements
gathering/validation and ramp; as a placeholder,we have used May 1, 2019 as a start date.
Project Startup and Ramp (three weeks)
Create Business Requirements Document/Statement of Work
Configure scanning application
Load County reference file into MetaSource production system
Load inventory information into MetaSource production system
Test application
Production signoff of application
UAT
County review of UAT
County acceptance of UAT
Project ramp- live work
Project start functions 05/01/2019 05/21/2019
Boxes completed each month (no less than 250 boxes—
place holder and MetaSource recommendation) 06/01/2019 06/30/2019
/,% Conversion of Paper Documents to Electronic Data Files 17
Section 7. Technical Solution
Statement of Work and Business Requirements Document Development
MetaSource will prepare a Statement of Work (SOW), signed off by the County, which will serve as the
foundation of all project requirements.A binding contract,the SOW will detail the scope of services to be
provided ("what we will do") and include the project's functional and technical specifications. Upon
approval,the SOW will be followed by a mutually agreed-upon Business Requirements Document (BRD).
The BRD will thoroughly describe how we will deliver the solution and include details related to
infrastructure, resources, and operational requirements that must be in place for a successful solution
program.The BRD will also serve as a reference for MetaSource production staff when questions or issues
arise during daily work activities.
The BRD lists the business rules and associated business and technical requirements that MetaSource
must comply with in order to meet our contractual requirements with the County. When a question or
issue arises within a standard workday, the BRD would provide appropriate guidance to MetaSource for
taking County-approved action to reach a resolution. MetaSource staff should be able to refer to the
image conversion process step to determine the requirements and proper course of action. Finally, the
BRD serves as a common understanding between the County and MetaSource; the County may use the
BRD as a reference to ensure that agreed-upon services and requirements are being met.
Proposed Processing Facility
MetaSource will leverage the capabilities of our established Anaheim, California document conversion
facility (1517 North Harmony Circle) to process all County work. Access to this location is controlled by
key card access. Key card access is also required for restricted areas inside the location where County
documents will be stored and processed. Our operations center is monitored by a 24/7 security system
that includes sensors for burglary, smoke, and fire.
Video cameras also monitor all interior entry points and the server room. Visitors are not allowed within
the facility unless registered at the reception area (where they will be issued a visitor identification badge)
and accompanied by an escort while in the building. Our employees are trained to challenge any visitors
whose badge is not visible. County documents will be, unless securely stored in a locked and cctv
monitored area, under the direct supervision of qualified and trained MetaSource staff. Access to the
documents will be based on least privilege;specifically, if an employee has no reason to access documents
to perform his/her job function, access will be denied.
Technical Approach
The technical solution presented within this section is preliminary in nature; it is based upon our current
understanding of the County's stated requirements and experience with similar engagements.
MetaSource's solutions are developed and configured during our due diligence process for each project;
final technical solutions and all procedures are captured in a BRD as described previously. Although
MetaSource has a standard, repeatable, and optimized methodology developed and managed using Six
Sigma controls, we understand that each client is different and has unique business requirements. Our
methodology, however, enables us to quickly customize our processes and procedures to provide
solutions that are tailored specifically to the County's business needs.
/, % Conversion of Paper Documents to Electronic Data Files 18
MetaSource employee will arrive to pick up ready boxes
Pick-up boxes from County on a and or start packing process for secure transport,i.e.
mutually agreed date based Palletize the boxes.Appropriate inventory and tracking
upon the assigned project. measures will be employed.Chain of Custody
w Minimum monthly/or bimonthly documentation to be completed.NOTE:The Public
56 pickup Defender's office will create and provide the index of
f' the case number,relative data dump for files/boxes.
metasource T
Intake manager,acknowledges Document Prep Prep Staff will count
the Chain of custody document `Stations log in jobs and files and create control
and logs in boxes and assigns begins job setup batches for file count
Intake/Setup
job tracking numbers procedures. verification purposes
Scan samples verified,
job specs confirmed
and production begins.
` Production scanning of Stage"1-QC/Image Verification Yes
files. 100%of images
rnEeL29source `_ �_
T NO
Scan/Data Entry/CIC
Final image disposition, Stage"3"Q Stage"2'QCC Image and Data �
Upload image to Portable Output Verification Verification Data Entry
HD/Flash Drive. per SOW
Paper to Imago
GOU�,
��. The paper documents will
1111 non scan items
stored till such time as the Boxes will be staged for
g removed from the
County will acknowledge
final disposition various boxes will be
images/data and issuance of
0 returned to County
56 final disposition instructions
Pilot Operations/Proof of Concept
MetaSource will perform a proof of concept pilot to ensure that all documents will be processed in
accordance with the County's requirements. The pilot, deployed in a production environment, would be
comprised on sufficient volumes of each document type and represent a standard mix of County
documents.The pilot would serve to test all agreed upon service levels(e.g., image quality,data accuracy,
turnaround time,output,etc.)prior to full operations.Any output that does not meet agreed upon service
levels would constitute a pilot "failure," and MetaSource would refine our approach until pilot success
and sign off by the County.
Document Pickup,Transportation and Intake
Due to the sensitivity of the materials to be processed the pickup step is extremely crucial to initiate chain
of custody. A MetaSource technician will arrive at the County's sites during the pickup to manage the
transfer process.We recommend that a County representative also be present during this process. Based
/, % Conversion of Paper Documents to Electronic Data Files 19
upon Addendum 2, MetaSource understands that the County will be responsible to pack and stage boxes
of case files for pickup.
We will use the County-provided electronic case data file to pre-print and provide the County with file-
specific barcodes, which will identify files by case number and security level, i.e. public or confidential.
The following procedures are part of the intake electronic manifest process:
• Create a list of documents we expect to scan.This will include an entry for public documents and
confidential documents.
• Create and assign document control numbers (DCN)to each document.
• Barcoded document separators will be printed per box that will include the DCN, case number,
security level (public and confidential), County box number, and MS box number.
MetaSource anticipates that the County will provide a list/manifest of case files, with a unique box
number, that are ready for imaging for the boxed case files. We will complete the following procedures
when pulling boxed case files for imaging:
1. Affix a barcode label containing the box number to the outside of the box.
2. Scan the box number.
3. Open the box.
4. Scan the case file barcode and the volume barcode located on the case file jacket of each case in
the box.
The manifest will be updated as each ID label is applied and the related box is loaded into the transport
vehicle. MetaSource will provide a shipping manifest to the County, which will include unique box
numbers. Both the County and MetaSource will sign and date the manifest before any boxes leave the
County site.This form will also be accompanied by a manifest created by MetaSource while onsite during
the transfer process. We will ensure that the number of boxes on the manifest matches the form. No
documents will leave the site until the shipment is reconciled and agreed upon.
Boxes of County documents will be loaded into an appropriately sized vehicle and a serialized seal will be
utilized to secure the shipment. The serialized seal information will be communicated to our
receiving/intake team. MetaSource will transport boxes of County documents using company owned and
operated vehicles. Our drivers are thoroughly trained and reliable, and will ensure that documents are
attended to at all times. We maintain a strict chain of custody from the time the documents are picked
up until delivery to our facility.
Document Intake
Upon arrival at our Anaheim operations center, boxes will be unloaded and immediately brought into a
secured area with controlled access for intake. As boxes are logged into MetaSource's tracking platform,
we will re-inventory boxes using the prepared manifests; any discrepancies will be immediately
addressed. MetaSource will send the reconciled inventory list to the County.
MetaSource provides a comprehensive chain of custody program, supported by technology and refined
operational processes, to address the highest demands on the transfer of documents from client sites to
our facilities. Our tracking platform will reconcile all records and establish accountability of records from
initial boxing and transportation through receipt, processing, and document return. The platform will
Conversion of Paper Documents to Electronic Data Files 20
provide a detailed audit trail and lifecycle reconciliation of all County documents and data within our
possession.
It also gives us powerful tools for managing workflows and identifying the location of work within the
system --even down to the individual record level. MetaSource has customized this tracking system with
advances such as automated transmission of work to our production facilities and tracking of paper
documents at batch time, prior to scanning and image creation. Automation allows us to effectively and
dramatically minimize errors in processing and maximize our capacity for data handling.
The MetaSource-generated inventory list will be loaded into our tracking system. The case file numbers
will be validated for accuracy using the reference file provided by the County, and any discrepancy will be
reviewed and corrected in the inventory n ,,,,, J.
information. Boxes will be checked-in to the system a v 2:vk ,.,, 1%k R: R 1— -,,..I
."11'l5'S S1�; rr' I I I I 1 1
by scanning the box numbers and confirming fi 23), 5LTw CO I I I
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contents. Logs will include pages,folders, condition _;;;.; � ; «< Yln ilf °H " ;
I I'li"R tii lli ],:: {14F %!(4"1 A11! i1:-14 !Ills 111H fiYi
of documents, condition of box, and index P2)i GG,o C15 7 7
variations. This log will be used to crosscheck final hLLl1. ';;Z;}' n` ;,` iIF < - ."`
2n2)>7 - I I'I )377 Y.,) 7r.7 x%: "'.0 C o75 I7r7
deliverable output. 1..5= 1Lt „5- M& s.: S.7L 2kLL L ,•SL 3(d:
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electronic reference file that will contain case file aJ 'sr L& ,11 J U U L L 31 f
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numbers and related data. MetaSource will load �' LL1 13! J U U L L i3- Z
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this information into a reference file to support =JJ'JAr s1 11C 12d5 7 0 o C C ,23i ,IM
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validation and indexing tasks.
Document Preparation
Once the boxes and files have been validated and reconciled, boxes will be delivered to our document
preparation operators and noted in our tracking system. Our trained staff will prepare the case files for
scanning in accordance with the business rules established in our scope of work.While specific document
preparation business rules will be established with the County, standard preparation tasks include:
The insertion of separator sheets
The removal of any paper clips, staples,glue, and other bindings from papers to be scanned
The straightening and flattening of any papers as required
Repair of documents and clear taping of tattered edges
Taping of partial sheets to carrier sheets
Placement of sticky notes to backs of documents or carrier sheets
Copying of fragile documents that are not suitable for scanning
Stamp "best copy' on documents that do not appear to be in good order for image quality
* MetaSource adheres to best practices of image capture, which addresses "poor quality" image issues
starting at the document preparation stage all the way through image output. It starts with document
preparation where our prep staff is trained to flag any document that has poor original print quality,the
Conversion of Paper Documents to Electronic Data Files 21
preparer will place a "best image available" stamp on the first page so that the QC operator knows not to
reject the document.
Also during document preparation, any non-scannable items will be removed and logged by case file
number. We will document any business rules associated with non-scannable items and adhere to the
procedures outlined by the County.
Document Scanning
MetaSource's scanning methodology is a proven and tested process and utilizes multiple checks and
balances between hardware, software and most importantly operators. At no point of the process is any
blind scanning being performed.
Documents will be digitized using state of the art scanning technology,which includes an ultrasonic sensor
for the detection of double feeding. Double feeding can be detected even if scanned documents that
contain paper of various thicknesses. These sensors allow for the protection of the pages against double
feeds,jams and tearing of pages. Ensuring reliable scanning of large amounts of documents,the 'double-
feed prevention roller' helps prevent scanning miss-feeds. Assisting the document feeding process, the
double-feed prevention roller separates the feeding documents from the second sheet onward. This
reduces, and ultimately helps to prevent the number of occurrences of sheets coming through as a
double-feed.
Double Feed
Prevention Roller All documents will be scanned from front to back as found
within each folder, in duplex at 300 DPI, with blank backs
removed during image enhancement. All scanned images will
U Documents be a mirror representation of the original. Should color be
required (e.g., photographs or documents with colored pencil
4L Feeding Direction marks), MetaSource will provide color images. Documents will
be digitized using IBML Trac 6 scanning equipment, which can
accommodate paper of all sizes and weights up to 11 x 17
Feed Roller inches.
Images are displayed during the scanning process.The scan operator will review the images as the pages
are scanned. In the event of a scanning issue, the scan operator will stop the scanner and make any
adjustments necessary to ensure the best quality images.
The scan operator will perform a general cleaning of the scanner optic and paper track at the start of the
day. Ongoing scanner maintenance and cleaning will also be performed daily in order to ensure against
image depravation due to equipment malfunction. MetaSource scanner/hardware quality control
procedures incorporate the appropriate standard resolution targets to ensure manufacturer rated
specifications are maintained. At the beginning of a shift, operators verify each image scanned until
accuracy of the scanner settings is determined. Visual quality evaluations of 100% are performed at the
time of new installation or upgrades in software or hardware, or when new operators or projects begin.
MetaSource adheres to the following ANSI/AIIM, ANSI American Society for Quality (ASQ), and ISO
imaging and library standards for document preparation and image processing.
• ANSI/AIIM TR15-1997: Planning Considerations, Addressing Preparation of Documents for Image
Capture—for document preparation
Conversion of Paper Documents to Electronic Data Files 22
• ANSI/AIIM MS44-1988 (111993): Recommended Practice for Quality Control of Image Scanners—
for scanner quality control to ensure continued maintenance of an established level of quality
• ANSI/AIIM TR19-1993: Electronic Imaging Display Devices—for selecting imaging devices
• ANSI/AIIM MS55-1994: Recommended Practice for the Identification and Indexing of Page
Components (Zones) for Automated Processing in an Electronic Image Management (EIM)
Environment—for zoned OCR quality control
• ANSI/AIIM TR34-1996: Sampling Procedures for Inspection by Attributes of Images in Electronic
Image Management (EIM) and Micrographics Systems or ANSI Z1.4 Systems—for sampling rules
and quality assurance sampling rules on image quality control
• ANSI/ASQ Z1.4-2003: Sampling Procedures and Tables for Inspection by Attributes — for
quantifying performance
• ANSI/ASQ Z1.9-2003: Sampling Procedures and Tables for Inspection by Variables for Percent
Noncomforming—for quantifying performance
• ANSI/NISO Z39.85-2007: The Dublin Core Metadata Element Set for defining metadata elements
for resource descriptions
• ISO 19005-1: Document Management—Electronic Document File Format for Long Term
Preservation—for storage (PDF/A)
Image Enhancement
After scanning, each image will be automatically imported to the MetaSource image enhancement
module, where it will undergo the following automated image cleanup processes:
• De-skewing, de-speckling, and smear removal
• Blank back side page recognition and removal (based upon predetermined pixel counts/threshold
settings)
• Separator sheet removal
• Background smoothing
• Contrast adjustment
Our image enhancement technology will not alter existing content of the original document. The image
enhancement process is closely monitored and does not allow for character and image deletion or
alterations. Even during our blank page removal process, which is based on pixilation thresholds, images
are reviewed prior to final deletion.
Document Indexing/Data Capture
Per the RFQ, the County will provide an electronic file with all associated data fields. Using that data,
MetaSource will implement an automated data match and merge process. During the automated index
process, the file separator sheets (case file number), inserted at the time of file preparation,will be read.
The barcode read during this process will be matched to the box inventory list created by MetaSource.
Once all files are correctly identified, the additional file information will be extracted from the County-
provided data dump, and auto populated as part of the file metadata. In the event that data is not
available on the data dump provided from the County, MetaSource will key enter the required data
directly from image, to include court case number, last name, and first name. With the provided data
dump the County will avoid any additional charges for data entry.
/, % Conversion of Paper Documents to Electronic Data Files 23
OCR Processing
Files will be processed with OCR software and the resulting text will be stored in the PDF file with the
image; processing will be single pass with no manual intervention for exceptions. Images will be exported
into a multipage PDF/A compatible for import into the County document management system. OCR will
be run on the documents with the resulting test included as PDF/A file. OCR is performed using custom
modules developed within our capture platform, specifically for tasks similar in scope. This process does
not include a human/visual (secondary pass) QA of the OCR results. The OCR methodology without
secondary pass will yield reliable results to meet the County objectives.
Quality Control and Assurance—Six Sigma Defects Methodology
Our ability to provide these high levels of accuracy clearly differentiates MetaSource from our
competitors. MetaSource's standard process is based on Six Sigma methodology, with the commitment
of final deliverables having a defect rate between 5 Sigma and 6 Sigma. What this translates to for the
County is that the final image output(considering all processes) would yield 99.8%to 99.99% defect-free
product.
Clear and documented SOW prior to initiation of production
• 100%source document inspection at the preparation stage
• 100%Image inspection at capture/scanning stage
• Image inspection at index and QC stage
• 15%(minimum) paper to image verification performed on daily output
MetaSource uses a stage-gate method where milestones (gates) are reviewed to ensure success at each
stage of design/implementation—quality is designed into the system and is a required goal of each stage.
For example, our quality process begins at design during the first discussion with our clients on how to
capture their data. We also look for ways during the programming and testing, project ramp up, and full
production to incorporate edits, validation tables, and other tools to foster quality throughout the
workflow.
MetaSource's QA process,coupled with our state of the art capture technology(hardware and software),
ensures quality through the entire document conversion process. The process is meant to safeguard
against common human errors, i.e., paper handling, double feeds, etc. Our extensive QA process allows
for the County to realize tangible savings with its backend quality review tasks.
Operators will review all files, index data and every image on the screen during the QA review process.
They will:
• Verify all pages have been scanned from front to back
Source document(paper to image verification 5%sampling)
• Ensure every page is complete, clear, and as readable as the source page.
• Ensure every page is right reading
The QA module displays every page, and the operator has the ability to perform full page/screen review
on any page to verify its quality and detail. Image review will include, but is not limited to,verification of
imprinted scan date stamp, image contrast verification, resolution, clarity, completeness, etc. The
operator will have the option to enhance or reject images based on client specifications, e.g., a document
with a seal on the back of a document that may be too light and trigger blank page removal flag.Operators
will decide the proper next steps (enhance, re-scan, etc.).
/, % Conversion of Paper Documents to Electronic Data Files 24
The operator also has the ability to select a single image and instantly toggle back and forth between the
black and white, grayscale, or color versions of the image to identify and select what is the most legible.
The software will also flag blank images indicating that the image is to be deleted at export. As the final
step of the QA process on a file, images that have been flagged for deletion are presented to the operator
for a second verification. MetaSource prefers to apply a conservative approach to blank back deletion and
would rather deliver an image that may not necessarily be needed versus deleting an image that must be
saved.This is especially important when processing legal documents.
Image to Paper QC
MetaSource will perform an "image to source document" review of a minimum of 15% of files for
accuracy. We will randomly pick and audit 15% of ready-to-deliver images against the actual paper file.
This is an unparalleled quality step that sets us apart from our competitors.Any error found will be logged
and remediated. MetaSource will utilize this information to make any adjustment to the procedure and/or
systems to ensure the soundness of the overall process. PLEASE NOTE THIS IS PART OF OUR BEST
PRACTICES KEYS TO SUCCESS. THIS PROCESS IS A POST-QA PROCESS (BEYOND ALL OTHER IMAGE QC
STEPS).
MetaSource will evaluate the findings to create a corrective action plan through operator re-training or
system enhancements. We will also utilize the findings to calculate and report the quality against Service
Level Agreements(SLA).All SLA's will meet or exceed County established baselines for quality.Quality SLA
results will be tracked for historical review and ensure that the process improvement goals are met.
The QA log and reporting will include the following:
Root Cause Analysis (RCA), if applicable
Quality category(scan, prep, system component, etc.)
Description
Processing date
QA operator name
• Operator(s) responsible for the defect
This report will also contain any feedback received from the County. The quality log/report will be
reviewed with a County-designated contact on an ongoing basis.
MetaSource acknowledges that any errors will be corrected within 24 hours of contacting the County,and
at no additional cost to the County.
Image/Data Delivery
Following the quality assurance process is completed,the batch will be run through our back-end export
process. Each batch/box will be processed one at a time in its entirety. The files/document in each
box/batch will be organized in multipage PDFs files not to exceed County-stated MB requirement per file.
The file size of each PDF/A file shall not exceed 500MB. A batch control file will accompany each
batch/box.The batch control file will contain all data elements (Metadata) and in the format outlined by
the County. MetaSource will also provide a file level listing and summarized report of all material being
delivered. Final file output will adhere to RFQ specifications;each individual file will contain the nine-digit
case number and an extra number (-1, -2, -3, etc.) for consecutive files for the same case. All images will
Conversion of Paper Documents to Electronic Data Files 25
be delivered in accordance with RFQ specification in a Portable Document Format (PDF/A). The images
will also meet "Legal Admissibility' in compliance with State and Federal laws.
The method of delivery will be jointly agreed upon by the County and MetaSource, and could include
secure FTP transmission or the provision of encrypted, password-protected hard drives.
Document Storage
Following scanning, MetaSource will place documents back in original boxes in original order as found.
We will provide short-term storage within our climate-controlled Anaheim operations center while the
County performs its quality review of images. This site offers the County a clean, dry, and vermin-free
storage environment. Boxes of documents will be stored off the floor.
Document Destruction
Upon receipt of written request, we will destroy hardcopy boxes of documents (shred) and provide the
County with a Certificate of Destruction. All destruction activities are performed onsite at our facility
under the direct supervision of an authorized MetaSource resource. Optional video-taping and presence
of County-authorized staff can be accommodated.
Reporting
MetaSource will provide real-time production reporting through our client portal, ProjectLink, enabling
the County to know exactly how much work was transported/received, processed, status within
production, and when complete.
Summary Report:The Summary Report is the most standard report that illustrates a high-level view of the
total documents that have been received daily, the total scanned and the total that have been returned.
This report is best used for tracking the daily work and volume trends.
Work in Progress Report:The Work in Progress Report is a more detailed version of the Summary report
that includes the status of documents and their volume. For time-sensitive procedures this provides an
up to the minute picture of the records' progress.
Barcode Report: The Barcode Report tracks the volume of documents on any given day and successful
capture of each document's barcode during scan time. This report shows the capture success rate of the
barcode field.
SLA Reporting: The SLA (Service Level Agreement) report identifies document processing turn-around
time. It identifies how many documents were received, processed; and resulting data files delivered back
to the customer within the SLA turnaround time, as well as processing that did not complete within the
SLA time. Results are viewable on a daily, hourly, or individual job basis.
/, % Conversion of Paper Documents to Electronic Data Files 26
Section 8. Robust Security Capabilities
We understand that successful execution of the County's project requires more than just scanning and
data capture. Given the type of information contained within the case files it also requires a partner with
a robust security regimen and well-developed risk mitigation strategies. By protecting our systems with a
comprehensive set of best practices and controls, we actively mitigate potential threats through a
combination of physical, electronic, and administrative controls. The County can be assured that our
operations are inherently designed to mitigate project risks.
Representing the foundation for MetaSource's information security program, our information security
policies and procedures serve as overarching guidelines for the use, management,and implementation of
information security throughout our organization.Our robust internal controls provide a system of checks
and balances intended to identify irregularities, prevent waste, inhibit fraud and abuse from occurring,
and assist in resolving discrepancies that are accidentally introduced in the operations of the business.
Consistently applied throughout our organization, these policies and procedures will ensure the security
of all County documents and data in our possession, and that all information assets are protected from a
range of threats. Some highlights of MetaSource's safeguards that will ensure the security of all County
documents and data within our possession are presented below.
Administrative Safeguards
• MetaSource has a designated Security Officer who is responsible for developing and
implementing all required policies and procedures, as well as manuals, guidance, and employee
training.
• Procedures clearly identify employees or classes of employees who will have access to hardcopy
and electronic PII. Access to PH is restricted to only those employees who have a need for it to
complete their job function.
• Procedures address access authorization, establishment, modification, and termination.
• MetaSource maintains an ongoing training program regarding the handling of PII, as well as
security awareness and ethics; employees undergo initial training upon hire, with refresher
training provided annually.
• Full background employee screenings that cover criminal/civil background checks, drug screening
(as required), past employment verification,education level,technical experience level, reference
check, government/military experience, and background diversity of performing numerous jobs
and tasks.
• Each MetaSource staff member is required to sign a confidentiality/non-disclosure agreement
upon employment, and will sign client-specific confidentiality agreements as required.
• We typically implement contractual clauses stating that MetaSource will meet the same data
protection requirements that apply to the covered entity.
• Procedures are in place to address and respond to actual or potential security breaches,to include
written client notification of any non-permitted use or disclosure of PII.
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Physical Safeguards
• Client work is performed in a secured area that is protected by key access reader technology and
security camera monitoring. MetaSource's operational project team is responsible to ensure that
all hardcopy documents and project-specific materials are accounted for and maintained within a
secured designated storage area.
• Operations (prime and backup) maintain uninterruptible power supply for all equipment and
systems supporting the project and its operations, including generators.There are multiple feeds
to avoid a single point of failure in the power supply, with ample surge protection devices
installed.
• All employees are required to wear MetaSource-issued identification badges at all times and carry
facility access cards for entrance into MetaSource main operations center and warehouses.
• CCTV is installed on all facility entrances/exits, as well as receiving, production, storage, and
computer room areas.
• MetaSource's document reconciliation program provides a full lifecycle audit trail, from receipt
of delivery through processing and return delivery.
• Incoming visitors are not allowed entrance to the building unattended, and must register at the
front desk to obtain a visitor badge and entrance to the lobby. Visitors are allowed into
production-related areas only when accompanied by a MetaSource employee with valid access
privileges.
• Clean work area policy - employees are required to leave coats, purses, briefcases, and other
personal items in lockers outside of production areas.
• Any client information provided fortraining purposes and quality control examples is kept secured
until shredded in accordance with strict destruction protocol.
• Servers and communication lines are located in a separate room within the IT Department. They
also require individually assigned swipe card clearance —only IT staff that requires access to the
server room is granted access.
• Computer screens automatically lock after 15 minutes of idle time to protect and prevent the
display of any confidential information. Employees are also required to lock PCs before leaving
their desks for breaks.
• Sites are outfitted with full fire suppression systems, as well as alarm systems,that are integrated
with the local fire and police departments.
• No food, drink or any other substance that could potentially spill or otherwise damage client
source material is allowed in any area where the source material is being processed or stored.
Technical Safeguards
• All client processing, management and storage occur on an electronically segregated data
repository instance.
• All electronic client files are isolated from any other client data.
• Access to client resources is restricted and based on a 'need to know'and segregated duties basis.
• All user access is monitored and reviewed on a regular basis.
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• Breach of security systems are immediately reported in accordance with client requirements and
a risk management plan installed to access and prevent further breaches.
• Removal of computer equipment, systems, temporary storage devices, flash drives, and storage
disks from operations is prohibited.
• All users are required to utilize unique IDs and complex passwords.
• Antivirus software is deployed, updated, and maintained for all desktops, servers, and firewalls.
• MetaSource regularly conducts vulnerability scans and assessments covering all internal,external,
and third-party interconnects.
• All new systems, databases,applications and networks, as well as any changes,are required to be
tested and approved prior to a production migration.
• MetaSource maintains firewalls to secure all perimeter entry points over the internet. In addition,
networks are monitored 240 using intrusion detection systems through a leading managed
security services provider.
• All portable computing systems are encrypted using whole disk encryption to ensure the security
of sensitive data in the event of loss or theft. Additionally, MetaSource encrypts any sensitive
information that is backed up to physical media,such as tape or removable disk.All data in transit
is also encrypted.
• All activity is logged and monitored for incident response and handling, and all internet-facing
firewalls are logged and monitored on a 240 basis.
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