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R2017-057 2017-03-27RESOLUTION NO. R2017-57 A Resolution of the City Council of the City of Pearland, Texas, awarding a unit price contract for document management services to DataBank IMX, in a total expenditure amount not to exceed $100,000 for the period of March 28, 2017 through March 27, 2018. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS: Section 1. That the City opened supply bids for document management services, and such bids have been reviewed and tabulated. Section 2. That the City Council hereby awards a bid to Databank IMX, in the unit price amounts reflected in Exhibit "A" attached hereto. Section 3. The City Manager or his designee is hereby authorized to execute a unit price contract for document management services. PASSED, APPROVED and ADOPTED this the 27th day of March, A.D., 2017. ATTEST: APPROVED AS TO FORM: DARRIN M. COKER CITY ATTORNEY TOM REID MAYOR March 7, 2017 Resolution No. R2017-57 Exhibit "A" Subject: Estimated Pricing for City of Pearland Conversion Projects- DIR Contract# DIR-SSD-2178 To: Bob Pearce The following table provides the estimated costs associated with the conversion projects for the City of Pearland. A POC for each project will be conducted. City of Pearland will prep files. 1. Utility Billing - Pam Thompson Mid Effort Boxes 2 Index Fields 2. Finance - ArnaeFulton-Draughon Mid Effort Boxes 2 Index Fields 3. Permits Jaun Chavez Mid Effort 2 Index Fields No Scanning Time Sheets 32 2000 64,000 $0.07 $4,480 120 2000 240,000 $0.07 $16,800 Room 1 8 2000 16,000 $0.07 $1,120 LG Format 7,500 $1.75 $13,125 Room 2 8 2000 16,000 $0.07 $1,120 Room 3 30 2000 60,000 $0.07 $4,200 Room 4 7 2000 14,000 $0.07 $980 Room 5 30 2000 60,000 $0.07 $4,200 Room 6 28 2000 56,000 $0.07 $3,920 Storage Unit 1 (tubs) 45 LG Format 7,500 $1.75 $13,125 Storage Unit 2 (tubs) 45 LG Format 7,500 $1.75 $13,125 Storage Unit 3 (tubs) 24 LG Format 7,500 $1.75 $13,125 4.Planning Judy Brown Storage Unit 3 32 2000 64,000 $0.07 $4,480 Mid Effort 2 Index Fields 5. City Secretary - Daisy Meta No Scanning 6. Communication - Debbie Schielke No Scanning 7. IT - Joan Connelly No Scanning 8. Legal Jenifer Smith No Scanning 9. Adminstration - Yvette Connevey No Scanning 10. Capital Projects/Engineering Janice Hayes Room 1 LG Format 7,500 $1.75 $13,125 11. Human Resources No Scanning Misty John 12. Pearland Economic Development Corp No Scanning Roxanne Luna -Larson TOTAL PAPER IMAGES TOTAL LARGE FORMAT IMAGES Box/Tub Images Cost 295 619,500 $41,300 114 37,500 $65,625 $106,925 Note: Manifest Is at Folder Tab Only, Will do A Proof of Concept to finalize, Use the Blank Page delete process 2720 Reed Rd, Suite 240, Houston, TX 77051 www.databankimx.ccmi The following are the unit prices for Pearland. Standard images 11x17 and smaller High Effort Medium Effort Low Effort Client Prep 0.12 folder index value with match & merge and doc typing 0.10 folder index value match & merge with named tab or section breaks 0.08 folder index value match & merge provided and logical document breaks 0.07 client preps and places doc break sheets within pages at proper break Storage Only* $ 0.41 per box per month Storage & Scan On Demand* $ 0.25 per box per month Storage & Scan or Scan to Budget $ - per box per month manual folder level indexing to be vetted out through a POC voluminous document typing to be vetted out through a POC voluminous single/few page indexing i.e. W -2's to be vetted out through a POC Large Format High Effort Medium Effort Low Effort $2.00 Index and Doctype $1.75 Some Index and Doctype $1.50 Just Index Box packing and trasport $15.00 per box Certified destruction $2.00 per box Sincerely Charles Bass Sr. Solutions Consultant DataBank IMX 281-468-7779 DataBank IMX 2720 Reed Rd, Suite 240, Houston. TX 77051 www.databankimx.com City of Pearland 3519 Liberty Drive Pearland, TX 77581 Resolution No. R2017-57 Exhibit "A" General Services Contract This Contract (Contract) is made between the City of Pearland, Texas (City), and Contractor. The City and Contractor agree to the terms and conditions of this Contract, which consists of the following parts: I. Summary of Contract Terms 11. Signatures III. Standard Contractual Provisions IV. Special Terms and Conditions V. Additional Contract Attachments I. Summary of Contract Terms. Contractor: Description of Services: Contract: Effective Date: Termination Date: Renewal: Databank IMX, LLC Houston, TX 77 A unit supply contract for document management services as stated in the attached Scope of Work and DIR Contract # DIR-SSD-2178, on an as needed basis per City of Pearland City Council Resolution R2017-57. Unit Price Contract, Per Exhibit A, Not to Exceed $100,000. 3/28/2017 3/27/2018 No renewal options available at this time. 11. Signatures. By signing below, the parties agree to the terms of this Contract: CITY OF PE LAND Purchasing Officer Date d by: Date: City anager Ass) tant City Manager Director Program Manager *Contract Signature Authority: CONTRACTOR: Title: UP lAilvqda'A Date: Program Manager -$5,999 or Tess Director - $6,000 to $30,000 City Manager/Assistant City Managers - $30,001 to $50,000 City Council Resolution - $50,000+ 111. Standard Contractual Provisions. A. Definitions. Contract means this Standard Services Contract. Services means the services for which the City solicited bids or received proposals as described in Exhibit A, attached hereto. B. Services and Payment. Contractor will furnish Services to the City in accordance with the terms and conditions specified in this Contract. Contractor will bill the City for the Services provided at intervals of at least 30 days, except for the final billing. The City shall pay Contractor for the Services in accordance with the terms of this Contract, but all payments to be made by the City to Contractor, including the time of payment and the payment of interest on overdue amounts, are subject to the applicable provisions of Chapter 2251 of the Government Code. C. Termination Provisions. (1) City Termination for Convenience. Under this paragraph, the City may terminate this Contract during its term at any time for the City's own convenience where the Contractor is not in default by giving written notice to Contractor. If the City terminates this Contract under this paragraph, the City will pay the Contractor for all services rendered in accordance with this Contract to the date of termination. (2) Termination for Default. Either party to this Contract may terminate this Contract as provided in this paragraph if the other party fails to comply with its terms. The party alleging the default will give the other party notice of the default in writing citing the terms of the Contract that have been breached and what action the defaulting party must take to cure the default. If the party in default fails to cure the default as specified in the notice, the party giving the notice of default may terminate this Contract by written notice to the other party, specifying the date of termination. Termination of this Contract under this paragraph does not affect the right of either party to seek remedies for breach of the Contract as allowed by law, including any damages or costs suffered by either party. (3) Multi -Year Contracts and Funding. If this Contract extends beyond the City's fiscal year in which it becomes effective or provides for the City to make any payment during any of the City's fiscal years following the City's fiscal year in which this Contract becomes effective and the City fails to appropriate funds to make any required Contract payment for that successive fiscal year and there are no funds from the City's sale of debt instruments to make the required payment, then this Contract automatically terminates at the beginning of the first day of the City's successive fiscal year of the Contract for which the City has not appropriated funds or otherwise provided for funds to make a required payment under the Contract. D. Liability and Indemnity. Any provision of any attached contract document that limits the Contractor's liability to the City or releases the Contractor from liability to the City for actual or compensatory damages, loss, or costs arising from the performance of this Contract or that provides for contractual indemnity by one party to the other party to this Contract is not applicable or effective under this Contract. Except where an Additional Contract Document provided by the City provides otherwise, each party to this Contract is responsible for defending against and liable for paying any claim, suit, or judgment for damages, loss, or costs arising from that party's negligent acts or omissions in the performance of this Contract in accordance with applicable law. This provision does not affect the right of either party to this Contract who is sued by a third party for acts or omissions arising from this Contract to bring in the other party to this Contract as a third -party defendant as allowed by law. E. Assignment. The Contractor shall not assign this Contract without the prior written consent of the City. F. Law Governing and Venue. This Contract is governed by the law of the State of Texas and a lawsuit may only be prosecuted on this Contract in a court of competent jurisdiction located in or having jurisdiction in Brazoria County, Texas. G. Entire Contract. This Contract represents the entire Contract between the City and the Contractor and supersedes all prior negotiations, representations, or contracts, either written or oral. This Contract may be amended only by written instrument signed by both parties. H. Independent Contractor. Contractor shall perform the work under this Contract as an independent contractor and not as an employee of the City. The City has no right to supervise, direct, or control the Contractor or Contractor's officers or employees in the means, methods, or details of the work to be performed by Contractor under this Contract. The City and Contractor agree that the work performed under this Contract is not inherently dangerous, that Contractor will perform the work in a workmanlike manner, and that Contractor will take proper care and precautions to insure the safety of Contractor's officers and employees. 1. Dispute Resolution Procedures. The Contractor and City desire an expeditious means to resolve any disputes that may arise between them regarding this Contract. If either party disputes any matter relating to this Contract, the parties agree to try in good faith, before bringing any legal action, to settle the dispute by submitting the matter to mediation before a third party who will be selected by agreement of the parties. The parties will each pay one-half of the mediator's fees. J. Attomey's Fees. Should either party to this Contract bring suit against the other party for breach of contract or for any other cause relating to this Contract, neither party will seek or be entitled to an award of attorney's fees or other costs relating to the suit. K. Severability. If a court finds or rules that any part of this Contract is invalid or unlawful, the remainder of the Contract continues to be binding on the parties. IV. Special Terms or Conditions. None. V. Additional Contract Documents. The following specified documents attached to this Contract are part of this Contract, except as follows: any provision contained in any of the Contractor's Additional Contract Documents specified below that conflicts with a Contract provision not included in the Contractor's Additional Contract Documents, does not apply to this Contract. A. Contractor's Additional Contract Documents: 1. The contractor's proposal and DIR Contract #DIR-SSD-2178 shall be construed as additional contract documents. 2. Executed Contractor Insurance Requirements & Agreement (required insurance certificate[s] shall be in possession of City at actual commencement of work). B. City's Additional Contract Documents: 1. Scope of Services as listed on the attached. EXHIBIT A CONTRACTOR'S SCOPE OF SERVICES Scope of services provided shall consist of the contractor providing scanning, indexing and destruction services of City documents, as assigned throughout the contract period. Applicable documents shall be scanned and indexed per established naming protocols for future searchability, and will finalize the service by destroying the source documents upon mutual verification of electronic image quality. Pricing is as follows and should be invoiced by department, by project: The following are the unit prices for Pearlarki. Standard images 11x17 and smaller High Effort $ 0.12 folder Index value with match & merge and doc typing Medium Effort $ 0.10 folder index value match & merge with named tab or section breaks Low Effort 5 008 folder index value match & merge provided and logical document breaks Client Prep 5 0.07 client preps and places doc break sheets within pages at proper break Storage Only 5 0.41 per box per month Storage & Xan On Demand' 5 0.25 per box per month Storage & Scan or Scan to Budget $ per box per month manual folder level indexing to be vetted out through a POC voluminous document typing to be vetted out through a POC voluminous single/few page Indexing i.e. W -2's to be vetted out through a POC Large Format High Effort Median Effort Low Effort 52.00 Index and Doctype 51.75 Some Index and Doctype 51.50 Just Index Box packing and trasport 515.00 per box Certified destruction 52.00 per box Department Pricing Guidance and Contacts: Finance $21,280 Arnae Fulton-Draughon 281-652-1786 Permits $61,n5 Juan Chavez 281-652-1639 Planning $4,480 Judy Brown 281-652-1768 Capital Projects/Engineering $13,125 Janice Hayes 281-652-1637 If there are savings in a given department, we may reallocate those savings to another department, but that will be addressed only through future, separate correspondence.