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HomeMy WebLinkAboutMINUTES - 01102006 - C.65 ontra TO: BOARD OF SUPERVISORS FROM: STEVE WEIR, County Clerk-Recorder ''s Costa DATE: January 10, 20061 'o r_• =... County A �o�K� SUBJECT: APPROVE and AUTHORIZE the Clerk-Recorder or designee to execute a contract with AtPac, Inc. for the' Clerks' Document Management Services Project SPECIFIC REQUEST(S)OR RECOMMENDATIONS)&BACKGROUND AND JUSTIFICATION RECOMMENDED ACTION: APPROVE AND AUTHORIZE the Clerk-Recorder or designee to execute a contract with AtPac, Inc., in an amount not to exceed $750,000 for the Clerks' Document Management Services Project. This project will provide a document management system for the Clerk-Recorder Administrative Division, image historic Fictitious Business Name Records, electronically capture Clerk of the Board documents currently housed in the Clerk-Recorder warehouse and convert the Clerk of the Board images to a compatible system. FINANCIAL IMPACT: The total cost of these upgrades will not exceed $750,000 and will be funded by dedicated Recorder Modernization funds. There is no General Fund impact. The final conversion price will depend on the number of images that are processed. REASONS FOR RECOMMENDATION/BACKGROUND: A document management system for the Administrative Division will increase productivity and free up space currently held by several pallets of archived documents. Fictitious Business Name records are currently held in paper files. These records are to be digitized before we move to our new facility, as there is no programmed space for them. Imaging these records will continue the Clerk-Recorder progress toward! having all records in digital format. The Clerk-Recorder Department is currently storing nine,pallets of Clerk of the Board records, dating back from when it was a division of the Clerk-Recorder Department. Before tenant improvements can be completed for the historical archive area of the warehouse, these documents must be removed. The Clerk of the Board has nowhere to move these images. By imaging them, the records will be preserved and the paper can be'destroyed to make room for our tenant improvements. CONSEQUENCES OF NEGATIVE ACTION: I Failure to image the records will prevent the Clerk-Recorder department from completing the tenant improvements necessary for the archive warehouse. CONTINUED ON ATTACHMENT: NO SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECO MENDATION OF BOARD COMMITTEE t_/APPROVE OTHER I SIGNATURE(S): /� ACTION OF BO DON : (O O APPROVED AS COMMENDED OTH R r I I VOTE OF SUPERVISORS: I HEREBY CERTIFY THAT THIS IS A TRUE AND UNANIMOUS ) CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON MINUTES OF THE BOARD OF AYES: NOES: SUPERVISORS ON THE DATE SHOWN. ABSENT: ABSTAIN: Contact: Barbara Chambers ATTESTED:(DATE) 646-2366 JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISORS �� AND COUNTY ADMINISTRATOR BY: cel �� ifs — �_ Deputy Contra Costa County STANDARD CONTRACT Number Standard Form L-1 (Purchase of Services-Long Form) Fund/Org# 0353-2451 Revised 2002 Account,# 2479 Other # 1. Contract Identification. Department: .Clerk-Recorder 444 bbb IC)(6 Subject: Clerks Document Management Services Project i 2. Parties. The County of Contra Costa,California(County),for its Department named above,and the following named Contractor mutually agree and promise as follows: Contractor: Atpac,Jim Maclam CEO i Capacity: Vendor/Contractor i Address: 10113 Alta Siearra Drive, Suite 102 Grass Valley, CA 95949 800-845-7518 phone 530-272-0598 fax 3. Term. The effective date of this Contract is December 1, 2005. It terminates on April 30, 2007 unless sooner terminated as provided herein. 4. Payment Limit. County's total payments to Contractor under this Contract shall not exceed $ 750,000.00 and will be based on'the actual number of images processed. j 5. County's Obligations. County shall make to the Contractor those payments described in.the Payment Provisions attached hereto which are incorporated herein by reference,subject to all the terms and conditions contained or incorporated herein. 6. Contractor's Obligations. Contractor shall provide those services and carry,out that work described in the Service Plan attached hereto which is incorporated herein by reference,subject to all the terms and conditions contained or incorporated herein.i I 7. General and Special Conditions. This Contract is subject to the General Conditions and Special Conditions (if any) attached hereto, which areincorporated herein by reference. 8. Proiect. This Contract implements in whole or in part the following described Project, the application and approval documents of which are!incorporated herein by reference: See attached Confidential Budget)Quotation L-I (Page 1 of 2) Contra Costa County STANDARD CONTRACT Number Standard Form L-i (Purchase of Services - Long Form) Revised 2002 9. Legal Authority. This Contr ct is entered into under and subject to the following legal authorities: r io. Signatures. These signatures attest the parties' agreement hereto: COUNTY OF CONTRA COSTA, CALIFORNIA BOARD OF SUPERVISORS ATTEST: Clerk of the Board of Supervisors By ! / By Ch airma esignee I eputy CONTRACTOR Name of business entity/47'P�.c. Name of business entity BY( / 1 i By Signatffe of indMd-dal or (Print name and title A, if applicable) (Print name and title B, if applicable) Note to Contractor: For Corporations(profit or nonprofit),the contract must be signed by two officers. Signature A must be that of the president or vice-president and Signature B must be that of the secretary or assistant secretary(Civil Code Section 11go and Corporations Code Section 313). All signatures must be acknowledged as set forth on Form L-2. L-1 (Page 2 of 2) Contra Costa County STANDARD CONTRACT Number Standard Form L-1 (Purchase of Services - Long Form) Revised 2002 9. Legal Authority. This Contract is entered into under and subject to the following legal authorities: io. Signatures. These signatures attest the parties' agreement hereto: COUNTY OF CONTRA COSTA, CALIFORNIA 1 BOARD OF SUPERVISORS ATTEST: Clerk of the Board of Supervisors BY � � B Y airman esignee Deputy CONTRACTOR Name of business entity 4-7- 9-L Name of business entity By L�r :�J� �') ( By I J (Print name and title A, if applicable) (Print name and title B, if applicable) Note to Contractor: For Corporations(profit or nonprofit),the contract must be signed by two officers. Signature A must be that of the president or vice-president and Signature B must be that of the secretary or assistant secretary(Civil Code Section 11go and Corporations Code Section 313). Al signatures must be acknowledged as set forth on Form L-2. L-1 (Page 2 of 2) Contra Costa County GENERAL CONDITIONS Standard Form L-5 (Purchase of Services -Long Form) Revised 2003 1. Compliance with Law. Contractor shall be subject to and comply with all applicable federal, state and local laws and regulations with respect to its performance under this Contract, including but not limiter] to, licensing, employment and purchasing practices; and wages, hours and conditions of employment, including nondiscrimination. 2. Inspection. Contractor's performance, place of business and records pertaining to this Contract are subject to monitoring,inspection,review and audit by authorized representatives of the County,the State of California,and the Uiuted States Government 3. Records. Contractor shall keep and makl e available for inspection and copying by authorized representatives of the County, the State of California, and the United States Government, die Contractor's regular business records and such additional records pertaining to this Contract i s may be required by the County. a. Retention of Records. Contractor shall retain all documents pertaining to this Contract for five years from the date of submission of Contractor's final payment demand or final Cost Report;for any furdier period that is required _ by law;and until all federal/state audits are complete and excepuous resolved for this contract's funding period. Upon request, Contractor shall make these records available to authorized representatives of' the County, the State of California, and the United States Government. b. Access to Boobs and Records of Contractor, Subcontractor. Pursuant to Section 1861(v)(1) of the Social Security Act, and any regulations promulgated thereunder, Contractor shall, upon written request and until the expiration of four years after the furnishing of services pursuant to this Contract, make available to the County, the Secretary of Health and Human Services,or die Comptroller General,or any of their duly authorized representatives, this Contract and books, documents, art records of Contractor necessary to certify the nature and extent of all costs and charges hereunder. Further, if Contractor carries out any of the duties of this Contract through a subcontract with a value or cost of $10,000 or more over a twelve-month Period, such subcontract shall contain a clause to the effect that upon written request and until the expiration of four years after die furnishing of services pursuant to such subcontract, the subcontractor shall make available to I the County, the Secretary, the Comptroller General, or any of their duly authorized representatives,the subcon tract and books,documents,ad records of the subcontractor necessary to verify the nature and extent of all costs and charges thereunder. This special condition is in addition to any and all other terms regarding the maintenance or retention of'records under this Coutracrand is binding on the heilrs, successors, assigns and representatives of Contractor. 4. Reporting Requirements. Pursuant tolGovenmient Code Secuon 7550,Contractor shall include in all documents or written reports completed and submitted_tolCounty in accordance with this Contract,a separate section listing the numbers and dollar amounts of all contracLs and subcontracts relating to the preparation of each such document or written report. This section shall apply only if the payment limit under this Contract exceeds $5,000. 5. Termination and Cancellation. a. Written Notice. This Contract may be terminated by either party,in its sole discrcuon,upon thirty-clay advance written notice thereof to the other, and may cancelled immediately by written mutual consent. L-5 (Page I of 6) Contra Costa County GENERAL CONDITIONS Standard Form Lr5 (Purchase of Services-Long Form) Revised 2003 b. Failure to Perform. County,upon written notice to Contractor,may immediately terminate this Contract should Contractor fail to perform properly any of its obliga6oiis hereunder. In the event of such terniination, County may proceed with die work in any reasonabhe manner it chooses. The cost to County of completing Contractor's performance shall be deducted from any sum due Contractor under this Contract,without prejudice to County's rights to recover damages. c. Cessation of Funding. Notwithstanding Paragraph 5.a.above,in the event that federal,state,or other non-County funding for this Contract ceases, this Contract is terminated without notice. 6. Entire Agreement This Contract cont,ins all the terms and conditions agreed upon by the parties. Except as expressly provided herein,no other understanding,oral or otherwise,regarding die subject matter of this Contract shall be deemed to exist or to bind any of the parties hereto. 7. Further Specifications for Operating Procedures. Detailed specifications of operating procedures and budgets required by this Contract,including but not limited to,monitoring,evaluating,auditing,billing,or regulatory changes,may be developed and set forth in a written Informal Agreement between Contractor and County. Informal Agreements shall be designated as such and shall not be amendments to this Contract except to die extent that they further detail or clarify that which is already required hereunder. Informal Agreements may not enlarge in any manner die scope of this Contract, including any sums of money to be paid Contractor as provided herein. hhlormal Agreements may be approved an(]signed by die head of the county department for which this Contract is made or its designee. S. Modifications and Amendments. a. General Amendments. 'PhisContract may be modified or amended by a written document executed by Contractor and the Contra Costa County Board of Supervisors or,after Board approval,by its designee,subject to any required state or federal approval. _ b. Administrative.Amendments. Subject to die Payment Limit, die Payment Provisions and die Service Plan may be amended by a written administrative amendment executed by Contractor and the County Administrator(or designee), subject to any required state or federal i approval, provided that such administrative amendment may not materially change the Payment Provisions or the Service Plan. 9. Disputes. Disagreements between Co I my and Contractor concerning the meaning,requirements,or performance of this Contract shall be subject to final written determination by die head of die county department for which this Contract is made, or his designee,or in accordance with die applicable procedures (if any)require(]by die state or federal government. 10. Choice of Law and Personal.lurisdi I on. a. This Contract is made in Contra Costa County and shall be governed and construed in accordance with the laws o1'the State of California. b. Any action relating to this Contra t shall be instituted and prosecuted in die courts of Contra Costa County,Stale oi'California. 1,5 (Page 2 0l 6) e! Initials:;i ontractor County Dept. Contra Costa County GENERAL CONDITIONS Standard Form L-5 (Purchase of Services -Long Form) Revises] 2003 11. Conformance with Federal and State ReLtions and Laws. Should federal or state regulations or laws touching upon the subject of this Contract be adopted or revised during the term hereof;this Contract shall be deemed amended to assure conformance with such federal or shite requiaments. 12. No Waiver by County. Subject to Para laph 9. (Disputes) of these General Conditions,inspections or approvals,or statements by any officer, agent or employee of County indicating Contractor's performance or any part thereof complies with(fie requirements of this Contract,or accelI)tanceof the whole or any part of said performance,or payments therefor,or any combination of these acts, shall not relieve Contractor's obligation to fulfill this Contract as prescribed; nor shall the County be thereby estopped from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this Contract 13. Subcontract and Assignment This Col Iitract.binds the heirs, successors, assigns and representatives of Contractor. Prior written consent of the County Administrator or his designee, subject to any required state or federal approval, is required before the Contractor may enter into subcontracts for any work contemplated under this Contract, or before the Contractor may assign this Contract or monies due or to become due, by operation of law or otherwise. 14. Independent Contractor Status. This Contract is by and between two independent contractors and is not intended to and shall not be construed to create the relationship between the parties of agent, servant, employee, partnership,joint venture or association. I 15. Conflicts of Interest Contractor,its officers,partners,associates,agents,and employees,shall not make,participate in making,or in any way attempt.to use(lie position afforded them by this Contract to influence any governmental decision in which they know or have reason to know they have a financial interest under California Government.Code Sections 87100, et seq., or otherwise. I 16. Confidentiality. Contractor agrees to comply and to require its-officers,partners;associates,agents and employees to comply with all applicable state or federal statutes or regulations respecting confidentiality,including but not limited to, die identity of persons served under this Contact, their records, or services provided them, and assures that: a. All applications and records concerning any individual made or kept by Contractor or any public officer or agency in connection with the administration of or relating to services provided under this Contract will be confidential,and will not be open to examination for any purpose not directly connected with the administration of'such service. h. No person will publish or disclos� or permit or cause to be published or disclosed, any list of persons receiving services, except as may be required un the administration of such service. Contractor agrees to inform all employees, agents and partners of die above p>ovisions, and that any person knowingly and intentionally disclosing such information other than as authorized by law may be guilty of a misdemeanor. 17. Nondiscriminatory Services. Contractor agrees that all goods and services under this Contract shall be available to all qualified persons regardless of age, sex, race, religion, color, national origin, ethnic background, disability, or sexual orientation, and that none shall be used, itI whole or in part, for religious worship or instruction. 18. Indemnification. Contractor sha11 defend,indemnify,save,and hot(]harmless County and its officers and employees from any and all claims, costs and liabilityl for any damages, sickness, death, or injury to person(s) or property, including without limitation all consequential damages,from any cause whatsoever ansi r directly or indirectly from or connected with I:.S (Page 3 of 6) • J -5� Initials: ntraetor County Dept. Contra Costa County GENERAL CONDITIONS Standard Form L.-5 (Purchase of Services-Long Form) Revised 2003 the operations or services of Contractor or its agents, servants, employees or subcontractors hereunder, save and except claims or litigation arising through the sole negligence or sole willful misconduct of County or its officers or employees. Contractor will reimburse County for any expenditures,including reasonable attonneys Fees, County may make by reason of' the matters that are the subject of this indenmlfication, and, if requested by County,will defend any claims or litigation to which this indemnification provision applies at the sole cost and expense of Contractor. 19. Insurance. During the entire term of this Contract and any extension or modification thereof,Contractor shell keep in effect insurance policies meeting tie following insurance requirements unless otherwise expressed in the Special Conditions: a. Liability Insurance. For all contracts where the total payment limit of the contract is $500,000 or less,Contractor shall provide comprehensive liability insurance, including coverage for owned and non-owned automobiles, with a minimum combined single limit coverage of$500,000 for all damages,including consequential damages,due to bodily injury, sickness or disease, or deadi to any person or damage to or destruction of property, including tie loss of use thereof, arising from each occurrence. Such insurance shall be endorsed to include County and its officers and employees as additional insureds as to all services performed by Contractor under this agreement. Said policies shall constitute primary insurance as to County,die state and federal governments,and their officers,agents,and employees, so that other insurance policies held by diem or their self insurance programs) shall not be required to contribute to any loss covered under Contractor's insurance policy or policies. For all contracts where die total payment limit is above $500,000, the aforementioned insurance coverage to be provided by Contractor shall have a minimum combined single limit coverage of 151,000, 000,and Contractor shall be required to provide County with a copy of the endorsement making the County an additional insured on all general liability, worker's compensation, and, it' applicable,all professional liability insurance policies as required herein no later than tie effective date of this Contract. I). Worlmrs'Compensation. Contra Itor shall provide workers'compensation insurance coverage for its employees. C. Certificate of Insurance. The Contractor shall provide the County with(a) certificate(s) of insurance evidencing liability and worker's compensation insurance as required herein no later than die effective date of this Contract If the Contractor should renew the insurance policy(ics)or acquire either a new insurance policy(ies)or amend the coverage afforded through an endorsement to the policy at any time during die term of this Contract, then Contractor shall provide (a) current certificates) of insurance. d. Additional Insurance Provisions. The insurance policies provided by Contractor shall include a provision for thirty (30) clays written notice to County before cancellation or material change of the above specified coverage. 20. Notices. All notices provided for by OnS Contract shall be in writing and may be delivered by deposit in die United States mail, postage prepaid. Notices to County shall be addressed to the head of tnc county department for which this Contract is made. Notices to Contractor shall be addressed to the Contractor's address designated Herein. The effective date of notice shall be the date of deposit in tic mails or of other delivery,except that the effective date of notice to County shall be the tau:of receipt by the head of hie county department for which this Contract is made. 21. Primacy of General Conditions. I:xclept for Special Conditions wlhiclh expressly supersede General Conditions,the Special Conditions (if any) and Service Plan do not limit any term of die General Conditions. I.5 (Page 4 of 6)' Initials- jontractor County Dept. Contra Costa County GENERAL CONDITIONS Standard Form Lr5 (Purchase of Services -Long Form) Revised 2003 22. Nonrenewal. Contractor understands and agrees that there is no representation,implication,or understanding that the services provided by Contractor under this Co ihtract will be purchased by Comity under a new contract following expiration or termination of' this Contract, and waives all rights or claims to notice or hearing respecting any failure to continue purchasing all or any such services from Contractor. 23. Possessory Interest If this Contract results in Contractor having possession of,claim or right to the possession of land or improvements, but does not vest ownership of the land or improvements in die same person,or if this Contract results in the placement of taxable improvements on nix exempt land (Revenue &Taxation Code Section 107), such interest or improvements may represent a possessory int e rest subject to property tax,and Contractor maybe subject to the payment of property taxes levied on such interest. Contractor agrees that this provision complies with the not .c requirements of Revenue&Taxation Code Section 107.6,and waives all rights to further notice or to damages under dial or any comparable statute. 24. No Third-Party Beneficiaries. Notwidh.landing mutual recognition that services under this Contract may provide sonic aid or assistance to members of the County's population, it is not the intention of either County or Contractor that such individuals occupy the position of intended third-party beneficiaries of the obligations assumed by either party to this Contract. 25. Copyrights and Rights in Data. Contractor shall not publish or transfer any materials produced or resulting from activities supported by this agreement witho I t die express written consent of the County Administrator. Il'any material is subject to copyright, County reserves the right to copyright, and Contractor agrees not to copyright, such material. If the material is copyrighted,County reserves a royalty-free,nonexclusive,and irrevocable license to reproduce,publish,and use such materials, in whole or in part, and to authorize others-to do so. 26. Endorsements. Contractor shall not in its capacity as a contractor with Contra Costa County publicly endorse or oppose die use of any particular brand name`or commercial product without die prior approval of die Board ol'Supervisors. In its Comity contractor capacity, Contractor shall not publicly attribute qualifies or lack of qualifies to a particular brand name or commercial product in die absence ol'a well-established and widely accepted scientific basis for such claims or without the prior approval of the Board of S n pervisors. In its County contractor capacity,Contractor shall not participate or appear in any commercially produced ache±fisements designed to promote a particular brand name or commercial product, even if Contractor is not publicly endorsnag a product, as long as die Contractor's presence in the advertisement can reasonably be interpreted as an endorsement of the product by or on behalf of Contra Costa County. Notwithstanding the foregoing,Contractor may express its views on products to other contractors, die Board of'Supervisors,County officers,or others who may be authorized by the Boar of of Supervisors or by law to receive such views. 27. Required Audit (A) If Contractor is funded by $500,000 or more in federal grant funds in any fiscal year ending after December 31, 2003 from any source Contractor shall provide to County at Contractor's expense an audit. conforming to the requirements set forth iib die most current version of Office of Management and Budget Circular A- 133. (B) If Contractor is funded by less t i�an $500,000 in federal grant funds in any fiscal year ending after December 31, 2003 from any source,but such grant imposes specific audit requirements; Contractor shall provide to County an audit conforming to those requirements. �Q If Contractor is funded by less than $500,000 in federal grant funds in any fiscal year ending after December 31, 2001 from any source, Contractor is exempt from federal audit requirements for that year, however, Contractor's records rrst be available for and an audit may be required by, appropriate officials of' the federal awarding agency, die General Accounting Office (GAO), die pass-through entity and/or die County. If any L-5 (Page 5 of 6) , Initials: Itractor Countv DeDt. Contra Costa County G'FNFRAL.CONDITIONS Standard Form L-5 (Purchase of Services-Long Form) Revised 2003 such audit is required, Contractor shall provide County with such audit. With respect to the audits specified in (A), (B) and (C) above, Contractor is solely responsible for arranging for the conduct of the audit, and for its cost. County may withhold the estimated cost of the audit or 10 percent of the contract amount, whichever is larger, or the final payment, from Contractor until County receives the audit from Contractor. 28. Authorization. Contractor, or the representative(s) signing this Contract on behalf of Contractor, represents and warrants that it has full power and authority to+enter into this Contract and perform the obligations herein. 1�5 mage 6 of 6) w Initials. Contractor County Dept. E.._=.. GENERAL SERVICES DEPARTMEN Barton J.Gilbert Contra Director of General Services 1 - Purchasing Division Costa 1220 Morello Avenue, Suite 210 Kevin Berenson Martinez, California 94553-4711 Purchasing Services Manager County (925)313-7300 (925)313-7319 fax e Fr SOLE SOURCE JUSTIFICATION Vendor: AtPac, Inc. I Commodity: Clerks Document Management Services Project Estimated annual expenditure for the labove described product/ service: S not to exceed 750,000 Mark all entries below that apply to the proposed purchase. Attach proper memorandum containing complete justification and support documentation as directed in the marked entry. (More than one entry may apply to this sole source product/service request) L SOLE SOURCE REQUEST IS FOR THE ORIGINAL MANUFACTURER OR PROVIDER, THERE ARE NO REGIONAL DISTRIBUTORS.(Attach the manufacturers written certification that no! regional distributors exist. Item#4 must also be completed. ) 2. SOLE SOURCE REQUEST IS FOR THE ONLY NORTHERN CALIFORNIA AREA DISTRIBUTOR OF THE ORIGINAL MANUFACTURER OR PROVIDER. (Attach the monufactures—not the distributors—written certification that identifies all regional distributo+rs. Item#4 must also be completed. ) 3. THE PARTS-/EQUIPMENT/SOFTWARE ARE NOT 1NTERCHANGABLE WITH ANOTHER MAN FACTURER/BRAND. (Explain and attach.your memorandum.) . 4. XX, THIS IS THE ONLY"OWN ITEM OR SERVICE THAT WILL MEET THE SPECIALIZED NEEDS OF THIS DEPARTMENT OR PERFORM THE INTENDED FUNCTION. ( Attach memorandum with details of specialized function or application. ) 5. THE PARTS/EQUIPMENT ARE REQUIRED FROM THIS SOURCE TO PERMIT STANDARDIZATION. (Attach your me)norandurn describing basis for standardization. ) 6. NONE OF THE ABOVE APPLIES. A DETAILED EXPLANATION AND JUSTIFICATION FOR THIS SOLE SOURCE REQUEST IS CONTAINED IN THE ATTACHED MEMORANDUM. The undersigned requests that competitive procurement be waived and that the vendor identified as the supplier of the products/services described in the attached justification be authorized as a sole sour. purchase. DEPAR 'MENT IRECTOR (if over$25,000) —� IV- ON MANAGER DEPARTM NT I DIV ION DA (PURCHASING ii SE ONLY) SOLE SOURCE AUTHORIZATION Approved by Purchasing II Date Disapproved by Purchasing Date Reason for Disapproval: SE. L Sr"COI1T1'�, CONTRA COSTA COUNTY I CLERK-RECORDER DEPARTMENT 524 MAIN STREET - MARTINEZ - CA - 94553 TELEPHONE 925-646-2955 - FAX 925-646-2836 TO: JOHN BUCKHALT, PURCHASING AGENT-. I� FROM: DEB( COOPER, ADMIN. SERV. OFFIC � Li SUBJECT: SOLE SOURCE JUSTIFICATION DATE: NOVEMBER 18, 2005 CC: BARBARA CHAMBERS The Recorder's Division has had a contract with AtPac for Clerk and Recorder document processing and imaging since 1996. Through this contract, Contra Costa has imaged and archived over thirty million pages of official records. We have many pallets of documents and records in the Recorder warehouse that must be imaged before they can be removed and destroyed to make room for the records that need to be housed there. The Recorder's Division does not have the staff or time to process these documents, which is holding up the warehouse improvements. Because our current system.is with AtPac and it is imperative these records integrate with our existing systems, we feel we should continue with the current vendor. This will assure continuity of process aid record quality assurance. If you need any further information, please call me at 6-2280. Thanks. Contra Costa County Number Standard Form M-1 Revised 2002 QUESTIONNAIRE FOR DETERMINING INDEPENDENT CONTRACTOR STATUS AND PAYMENT METHOD All new or renewed independent contractors that do not meet IRS or other legal criteria for independent contractor status must)be paid through the payroll system so that employment, disability and Social Security taxes can be withheld by the County. Please complete the following questionnaire for each self-employed individual with whom you intend to contract. (Note: this form does not apply to contracts with corporations, temporary help agencies, partnerships or established busine sses with Taxpayer Identification numbers). For completion by Department Head or Authorized Designee. Yes No 1. Do I, as the employer, have the right to control the hours, ❑ place and manner of, and means Iby which the work will be done? 2. Am I setting the independent contractor's hours? ❑ 3. Is the independent contractor r restricted from providing ❑ services to other businesses or entities while working for the County? 4. Do I or other departments have employee(s)with similar ❑ duties as the independent contractor? 5. Does the County supply assistants to the independent ❑ contractor? 6. Does the County furnish training, tools, equipment or place of ® ❑ work to the independent contractor? ?. Is the individual prohibited from subcontracting out his or her ❑ services (as opposed to performing them personally)? A "yes" answer to any ofthe above questions will require paying the contractor through the payroll system. CONTRACTOR APPROVAL: PREPARED BY: I certify that the answers to the above questions f' accurately reflect my anticipated X c L� working relationship with the County. _ + REVIEWED AND APPROVED BY: i� Contractor's signature X Department ead or Authorized Designee Atpac, Jim Maclam, CEO Contractor's Name (printed) Form M-1 (Page I of 1) u e ' j� •'a S r r. ��r f i .1 x ^ j � a ..r 1, t � a r t �t s� i �s 00 �b� ,,:....xee-.a:Mnve.�:awv.a...xpn mz.a� .:�=+....uc�xe...,.....a..• ,.,..�m.s.,:rv,a�o:..;;r k CONFIDENTIAL BUDGET QUOTATION Date: October 3 1, 2005 To: Ms. Deborah Cooper Administrative Services Officer Clerk-Recorder Elections 524 Main Street Martinez, California 94553 Voice(925)646-2280 E-mail dcoop a cr.cccounty.us From: Jim Maclam, CEO AtPac Cell(916) 261-3733 E-mail ceo(doergovinc.com Re: DocUnwnt AdvanrageT^i and Imaging Services Budget Quotation It is with great pleasure that we are providing you with this CONFIDENTIAL BUDGET QUOTATION for the document management project for your office and the Clerk of the Board. The following is an overview of the project,theproject assumptions,and the budget pricing for the project. PROJECT SUMMARY This will be a fifteen month public-private pilot project wherein the Clerk-Recorder Elections Department will fund the implementation of a web based document management system for (a) its Administrative Office, (b)the conversion of the Clerk of the Board(COB) imaging system, (c)the imaging of historic Fictitious Business Name Records,and (d)the electronic capture of Clerk of the Board documents stored in various locations in the County into the same document management system application software. The County will provide facilities and purchase necessary equipment for the project. AtPac,tile systems vendor, will provide services and personnel to implement the system and to do the initial electronic document capture(scanning)of the various stored paper documents. At the conclusion of this project the+Clerk of the Board and the Clerk-Recorder Elections Administrative Department will have a web based imaging system. The subject departments-will have a web based imaging system wherein authorized users may submit and retrieve documents electronically. The Clerk will have its Fictitious Business Name records imaged into its current CRiisTm application. This departmental implementation model of a web based document management system will also serve as the basis for an enterprise adaptation for electronic document management. I The estimated number of document ima es to ca lure is 3,537,600. The estimated avers a cost per image captured is $0.204. The estimated vendor cost for the project is $722,036.00. PROJECT DESCRIPTION This project is called the Contra Costa Clerks Document X[anagetnent Services Project(CCCDMSP). The purpose of the CCCDMSP is t implement a web based document management system (DNIS) for the Clerk-Recorder Elections Administration Office ( MIN)and the Clerk of the Board of Supervisors Department (COB) using off the shelf hardware and DMS application software from the Clerk-Recorder systems vendor AtPac, This project will also provide electronic image capture services) for the County Clerk's historic Fictitious Business Name record documents and programming services to integrate t ese images into the current CRiisTm application. f Conhdenfial lnrurniazion 'S0_'005 AWx M)rights r,s,rved. (Components) Each o the proposed system components is capable of being scaled to accommodate an increase in use. _ SYSTEMATIZED This DMS imPlementa ion promotes the systemization of DMS. Specifically, it promotes (a) A commoP scan-store-retrieve technology for recordkeeping departments (b) the standardization of document capture and retrieval policies and procedures, (c) easily proivide system wide improvements for multiple departments, (d) similar training between departments, (e) provide executive level management the ability to do long term planning,and (f) provide ongoing upgrades and improvements to the implemented system. FACILITIES The facilities for this project will be provided by the County. The identified facilities are: (a) Office space at the Clerk facilities at 816 Main Street,and (b) Clerk-Recorder warehouse and office space adjacent to 436 Ferry Street(tenant improvement in process). J These locations will provide adequate facilities and accommodations for AtPac personnel to work and communicate and for the use and operation of computer equipment and peripherals. HARDWARE,OS, DBMS J - o o - ® o • .e Dell PowerEdge 2850 Rack-Mount Server,3.2Ghz Intel Xeon Processor,4GB DDR2 Memory,2 x 73GB Ultra 320 SCSI Hard Drives,4 x 146GB Ultra 320 SCSI Hard Drives,PERC4 DC RAID Controller,Dual On-Board N(Cs,24X CD-ROM,Dell E153FP 15"Fiat Panel Monitor,Redundant Power Supply,Veritas Remote Backup Server. Warranty:3 YR Gold Dell Support�(24x7,Same-Day,4Hr On-Site) Product Brief/Specification:Dell PowerEdge 2850 Server Oracle Standard Edition One-Named User License Plus APC Smart-UPS RT 1500VA RM� Product Brief/Specification APC Smart UPS RT 1500VA - Red Hat Enterprise Linux ES 4 Dell OptiPlex GX620MT Workstation, 3.OGHz Intel Pentium D Processor,4GB DDR2 Memory,250GB SATA 11 Hard Drive, 48X32 CD-RW/DVD Combo,Integrated Intel GMA950 Video,Dell 1905FP 19"Flat Panel Monitor,Windows XP Professional SP2. Warranty:3 YR Business Essential Plan(7x24,Same-Day,On-Site) Product Brief/Specification:Dell OptiPlex GX620MT APC Back-UPS RS 800VA Product Brief/Specification:APC Back-UPS RS 800VA - Dell PowerEdge 2850 Rack-Mount Server,3.OGHz Intel Xeon Processor,2GS DDR2 Memory,6 x 146GB Ultra 320 SCSI Hard Drives,PERC4-DC RAID Controller, Dual On-Board NICs,24X CD-ROM,Redundant Power Supply. Warranty:3 YR Gold Dell Support(24x7,Same-Day,4Hr On-Site) Product Brief/Specification Dell PowerEdge 2850 Server Dell PowerVault PV122T LTO-21Tape System,200/400GB,Barcode Reader, 39160 SCSI Controller Card with Cables. Warranty:3 YR Gold Dell Support(24x7,Same-Day,4Hr On-Site) Product Brief/Specification:DeldPowerVault PV122T LTO-2 APC Smart-UPS RT 1500VA RM Product Brief/Specification:APC Smart UPS RT 1500VA Red.Hat Enterprise Linux ES 4I Veritas Netbackup 5.0 Server for Linux < , Dell PowerVault 220S ExternaliStorage Array,14 x 300GS Ultra 320 SCSI Hard Drives,PERC4 SCSI Interconnect Cables, Redundant Power Supply. + Warranty:3 YR Gold Dell Support(24x7,Same-Day,4Hr On-Site) Product Brief/Specification Dell PowerVault 220S Storage Array �,.� ods •.. o D vw t f S+a el;,z�' 3 Contidemial In formation 01005.AtPac. .All rights reserved. COB File Conversion(s) 10,000 Subtotal AtPac One Time,T&M 459,125 DUA 18,000 FTX 25,000 First Responder 6,000 Year One Support 16,840 SW SubTotal 65,840 ConversionlProject MgmUServices Total 459,125 AtPac Total 524,965 HW Total 197,071 OPTIONAL PRODUCTS,FEES AND SERVICES Internet' interface for DocUment Advantage- This adds the Internet' interface to the DMS. This interface uses a browser client to provide windows-like additional features to the DMS." Fees to be determined. Keyboarding to link FBN Is To Index Provide the personnel to associate the existing FBN index to the document images captured in this project. ONGOING ANTER INITIAL PILOT COB Annual Maint(est) 6,200 Subtotal Hardware 6,200 Administrative Services 840 System Admin&Support Services 7,440 Subtotal AtPac Ongoing,T&M 8,280 + DUA 5,040 FTX 7,000 First Responder 4,800 AtPac Software Totail 16,840 AtPac Ongoing,T&M Total 8,280 AtPac Total 1 25,120 HW Total 6,200 e t IMAGE CAPTURE PILOT Years 1.2 Months 14.0 Weeks 60.1 Days 420.0 Est.# Images Number of Boxes 950 2,375,000 Number of Drawers 100 440,000 Number of Maps 300 600 FBN Conversion 10 222,000 Rolls of Film(2000 images) 200j23,537,600 00,000 Number of Books To Film(500 pages) 20000,000 Estimated Images Year One Estimated Annual Drawers Per Year(2-5) 10040,000 5 Con,idtnl ial In t'a enation ,1200?AtPac. All rights reserved. SAMPLE PROJECT PLATY The following is a Pro-Forma project plan, The purpose of this plan is to identify the major project task and related sub- task. It is not intended to be the final project pian for this project. It is intended to be the starting point for a mutually developed project plan with the county A4 eek I„90� Purchase Orders(Kick Off)y -Go-unty Provides Purchase Order Payment Due to AtPac _ Project Kick Off Meeting Spec Review&Orders Hardware AtPac Receives Hardware and Tests Application Software Installed and Tested File Conversion(s)&Configs AtPac& County review conversion data AtPac& County review Configs County sends Conversion Data to AtPac Conversion Programming i AtPac develops conversion files for County AtPac tests Conversion software AtPac Converts Data&Tests Data Project Status Meeting Installation of System AtPac installs system in Count Acceptance of Test System AtPac& County tests all system components County accepts test system Payment Due to AtPac Project Status Meeting Conversion Data Review AtPac installs Data& Tests County&AtPac review Converted Data AtPac Makes necessary adjustments AtPac makes final data Conversion Project Status Meeting Payment due to AtPac Training On-site training for County employees J Complete training on each module Project Status Meeting Go Live Date AtPac present for County qo live da Project Status Meeting 7-Payment Due to AtPac Ongoing Support Ongoing scanning(current back) I FBN Scanning(current back) Admin Scanning Payment Due to AtPac Ongoing Support 7 Cwfid,,,ml Wwwtim (12009 AtPx. All rights revr%ed.