2006-16MCCI DOCUMENT SERVICE
PRICING PROPOSAL -SCOPE Q~ SERVICES
• SECTION I -SCOPE OF SERVICES
MCCI will integrate the documents with the LaserFiche Software to provide the Client with the most powerful index retrieval
search engine available with the following features: intuitive browse window, index cards, and full text word search. The Client
will furnish MCCI for its use in preparing the document imaging project all hardcopy /electronic documents to be integrated
with the LaserFiche software.
PROJECT II -CEMETERY RECORDS
- Cemetery Records by Block
****The City has provided estimates based on the following metrics:
**** 7, 200 records 1-2 pages in length for a total of 7, 300 images
*****Client will remove all records from plasfic coverings and will organize records by block
The Client wishes to have 1 index field per document (indexed by owner name) for a total of 7,200 indexes
MCCI believes MuniScan GOLD to be a suitable solution for the City of Clermont. MuniScan GOLD offers a completely
customizable solution that is reasonably priced to accommodate your budgetary constraints. Once MCCI is in receipt of the
signed contract, we will schedule aPre-Scanning Consultation. This consultation is designed to discuss various aspects of
the scanning project, including your template layout. Once your template layout has been configured, MCCI will customize a
slip-sheet based upon the information provided. The Client is responsible for manually completing and inserting the slip-sheet
where document breaks occur. While this solution does require some document preparation from the client, the advantages
are endless. The Client has total control over how documents are indexed and identify where document breaks occur.
MuniScan GOLD is our most popular package, which utilizes both the Client and MCCi's resources to aid in the completion of
the document preparation process,
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C
MCCI QOCUMENT_SERV~CE ~
PRICING PROPOSAL- PROJECT COST..
• SECTION II -PROJECT PRICING
Based on the estimates provided by the Client, MCCi has prepared the following pricing for the project:
Q MuniScan GOLD $1,350
Excess Images @ $0.15 per image
Base Cost includes:
- Document Scanning of loose leaf images up to 8'/z " x 11 ", not to exceed 7,300 images
- Document Indexing up to 1 Field
- One Document Pick-up and Delivery Trip
- One Set of Electronic Media
SECTION III -PAYMENT & BILLING TERMS
MCCi will invoice project on a monthly schedule, based on deliverables (via Electronic media or the Internet), Payment is due
upon receipt of an invoice.
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MCCI, a Limited Liability Company and subsidiary of MUNICIPAL CODE CORPORATION, which is duly organized and existing under the laws of
the State of Florida, hereinafter referred to as MCCI, hereby offers the LaserFiche Software & Services to the City of CLERMONT, FLORIDA, a
corporation duly organized and existing under state law, hereinafter referred to as the Client, according to the following terms and conditions.
MCCI DOCUMENT SERVICES • MUNISCAN
MCCI will scan documents using an interface that provides a wide variety of image output formats to allow for easy integration into your current
• records management system. These image formats include TIFF, JPEG, PDF, Laserfiche, etc. MCCI utilizes slip-sheets to determine document
breaks and indexing information. The slip-sheet is created by MCCI to accommodate your organization's indexing needs.
MuniScan PLATINUM
Pre-Scanning Consultation
MCCI creates your customized slip-sheet.
MCCI manually completes the slip-sheet (via handwriting) and inserts where each new document begins.
MuniScan GOLD
Pre-Scanning Consultation
MCCI creates your customized slip-sheet.
Client manually completes the slip-sheet (via handwriting) and inserts where each new document begins.
MuniScan SILVER
Pre-Scanning Consultation
MCCI creates your customized slip-sheet.
Client electronically completes the slip-sheet and inserts where each new document begins
Once MCCI has received documents for scanning, the following process will occur according to the terms laid out in MCCi's pricing proposal and
may vary according to services selected.
PRE•SCANNINGCONSULTATION. APre-Scanning Consultation will be scheduled via a telephone conference after receipt of signed contract.
This consultation is designed to go over the following: the signed contract and terms, folder structure, current searching methods, document naming
scheme, slip-sheet customization, document preparation requirements, and document shipment and/or pick up.
DOCUMENT PREPARATION. MCCI requires documents to be prepped prior to the scanning process and may be performed by either MCCI or the
Client. This service is offered in two levels. The process of document preparation begins with removing any materials that may prohibit the
document from being fed through the scanner (i.e. Removal of staples, paperclips, tape, clips, etc) and is described as Level One Document
Preparation. Upon completion of scanning, MCCI will organize the documents into their original order as received from the Client. Documents that
. may have been attached together by devices, such as staples and paper clips, will not be reattached. The process of reattaching these devices is
described as Level Two Document Preparation and offered in addition to Level One. This service is available if the Client elects to have MCCI
perform Level One services. If the Client is responsible for Level One prep, all documents must be prepared according to these terms. If MCCI
receives the documents not prepped, additional charges may apply.
DOCUMENT ORGANIZATION & INDEXING. Based on the outcome of your Pre-Scanning Consultation, MCCI will organize and index your
documents. This will enable them to be searched and organized by three different methods. The first method includes organizing your documents in
a tree-like folder structure, similar to Windows Explorer. This provides a visual method to store and locate your documents. The second method
involves the use of electronic template cards. These templates contain unique information pertaining to that particular document. Once a template
layout has been agreed upon, no changes can be made once the job has already been started. The third method includes running a process called
optical character recognition (OCR), allowing for full-text indexing and searching capabilities. The OCR process translates printed words into
alphanumeric characters with near perfect accuracy on good quality text, and enables each occurrence of a word to be searched and retrieved in
every document that it appears. Handwritten documents will be searchable by keyword index only (via template card).
DOCUMENT QUALITY CONTROL. MCCI performs a thorough quality control process after the job has been completed. Each scanned image is
inspected for quality, legibility, and accuracy. Steps are taken to ensure each document has been captured, the quality of the scanned image is
comparable to the original, and all manual indexing errors have been corrected. MCCI provides a 99.9% data capture guarantee on all service work.
END USER TRAINING & SUPPORT. MCCI will provide instructor-led training via the web, if selected in MCCi's pricing proposal. Training will
involve demonstrating how to access and search the client's records. MCCI provides technical support with issues regarding the usage of the
CD/DVD/Web via the Telephone, Web, andlor Email. All questions submitted will be addressed no later than the next business day.
DOCUMENT STORAGE. MCCi's facilities contain secure rooms for hardcopy document storage that are designed to prevent damage from natural
disasters. MCCI backs up electronic data on a nightly basis to removable media. The removable media is taken off site and stored in a fireproof
container. MCCI is not responsible for maintaining permanent archive and accepts no responsibility to loss of electronic data.
FUTURE UPDATES. The Client can provide MCCI additional documents after completion of initial project.. The updates can be on a schedule, or
as desired by the Client. The Client shall forward to MCCI copies of the final documents via a-mail, certified mail carrier, or through the MCCI pick
• up and delivery service (offered in select states only). At each update, the Client may elect to purchase an updated version of their records on
electronic media. Costs will be based on the attached pricing schedule (Exhibit A).
ENTERPRISE WIDE SCANNING SERVICES. In accordance with the terms and conditions as laid out here within, MCCi can provide any
department in the organization with scanning services for documents other than those described in Section I of the pricing proposal. Costs will be
based on the attached pricing schedule (Exhibit A). MCCi will consult with each department interested in beginning their own MuniScan project to
determine individual scanning and indexing needs. For further information and instruction regarding this service please contact our Service Bureau
Manager.
• MINIMUM HARDWARE REQUIREMENTS. MCCi will provide the Client with the appropriate media (CD, DVD, LaserFiche briefcase, or exported
volume) containing all documents scanned and integrated with LaserFiche. The LaserFiche version 7 software requires the use of Windows 2000 or
higher or Windows XP to access the CDIDVD.
ONLINE DOCUMENT HOSTING. This is an optional service. MCCi will post the documents to the web for a minimal annual fee at
www.mccinnovations.com. Document storage cost is determined upon actual image count. All documents on the site are integrated with a search
engine, and updates are incorporated as the database is amended. MCCi will provide a link to the clients information, which can then be linked to a
website if desired.
PROJECT TIMELINE. MCCi will complete and deliver the project within 90 days after receipt of documents. Should MCCi require additional time,
the Client will be notified immediately. The delivery for routine updates to the database will be within 30 days.
DOCUMENT TRANSPORTATION. The client is required to package all materials per MCCi's instruction prior to delivery of materials to MCCi
facilities. If the client chooses to utilize MCCi's pick up and delivery service (offered in select states), pricing is based on picking up the entire project
described in the scope of services in one shipment. If additional trips are required due to the Client not having all the documents ready for pick up,
additional charges will be applied. If the client chooses to ship via a certified carrier, the client incurs all shipping costs.
VOLUME BASED PRICING. Charges apply on a per image basis and are dependent upon size and volume of documents. MCCi requires having
the entire project in bulk, rather than in small quantities. Breaking the project into smaller quantities will affect the volume pricing, and additional
charges per image may apply. If the actual volume of images that is received by MCCi is 25% higher or lower than the original estimates given by
the Client, or taken by MCCi, pricing will be adjusted according to volume. If the volume is within the 25% range, MCCi will charge according to the
original project cost.
UNANTICIPATED DOCUMENT TYPES & SIZES. If MCCi receives documents other than those described in the scope of services, additional
charges will apply according to Exhibit A. MCCi will call for authorization to proceed with the project.
LASERFICHE SYSTEM CUSTOMERS. Due to requirements by Laserfiche systems regarding the importing of images and indexing information, it
is highly recommended that Clients who already have a LaserFiche system have their documents scanned using only LaseFcche software. This will
ensure that all associated indexing information witl be properly retained after the importing of images into the Laserfiche system. MCCi has
knowledge of the software versions, indexing requirements, and compatibility issues for each of our LaserFiche system clients. For these reasons,
MCCi should be considered as a Sole Source provider for scanning services.
AGREEMENT EXTENDED TO OTHER GOVERNMENTAL UNITS. MCCi agrees to allow any other Govemment agency to purchase items at the
same terms, conditions and pricing as this contract during the period of time that this contract is in effect. Minor changes in terms and conditions may
be negotiated by MCCi and participating Govemment agencies. Any orders issued against this agreement shall be the sole responsibility of the
Government agency placing the order. It is understood that the Client shall incur no financial responsibility in connection with any purchase by
another Government agency.
TERMINATION. The services provided in this agreement will be in full force and effect for a period of three (3) years from the date of shipment of
the completed product to the organization. Thereafter, this agreement will be automatically renewed from year to year, provided that either party
may alter or cancel the terms of this agreement upon sixty (60) days' written notice.
PAYMENT & BILLING TERMS. MCCi will invoice project on a monthly schedule, based on deliverables (via Electronic media or the intemet).
Payment is due upon receipt of an invoice.
Exhibit A - MCCi MuniScan Pricing
Regular Size Images
u to 11" x 18" Image_
udn ' 300 DPI
Scannkn er Ima e Doc Prep
r Pa e OCR
r Im e
r Ima e < 300 0.750 0.100 0.01
Ima e < 2 000 0.190 0.100 0.01
er Ima e < 5 000 0.170 0.090 0.01
Per Ima e < 10 000 0.140 0.080 0.01
Per Ima e < 25 000 0.105 0.070 0.01
Per Ima e < 50 000 0.098 0.060 0.01
Per Image > 50 000 Please ca/l for uote
Large Format
up to 42"'wide Image::.
Quanti 400 DPI
Scanning er Image Doc Prep
er Pa e
Per Ima e < 500 2.00 0.200
Per Ima e < 1 000 1.85 0.200
Per Ima e < 5 000 1.70 0.200
Per Ima e < 10 000 1.55 0.200
Per Ima e < 25 000 1.40 0.200
Per Ima e < 50 000 1.25 0.150
Per Ima e > 50 000 P/ease call fora cote
Color Scanning Sc,~nning Rate per Image
Re ular Size u to li" x 18" 0.08 er ima a in addition to scannin rate for re ular ima es See above
Lar a Format u to 42" wide 0.25 er ima a in addition to scannin rate for lar a format ima es See above
Bound Book Scanning Image Scanning Rate per
nuantity Image
Per Ima e < 1000 2.050
Per Ima e < 2 500 1.755
Ima e < 5 000 1.460
Ima e < 7 500 1.365
Per Ima e < 10 000 1.270
Per Image < 25 000 1.175
Per Ima e < 50 000 1.080
Ner ima e
Indexing
Fields i - ~~ ~ ~
Total
Indexes ----
MuniScan
PLATINUM
MuniScan
GOLD
MuniScan
SILVER
Per Index Field < 500 0.400 0.340 0.240
Per Index Field < 1 000 0.350 0.298 0.210
Per Index Field < 2 500 0.280 0.238 0.168
Per Index Field < 5 000 0.260 0.221 0.156
Per Index Field < 10 000 0.210 0.179 0.126
Per Index Field < 15 000 0.180 0.153 0.108
Per Index Field < 25 000 0.168 0.143 0.101
Per Index Field < 50 000 0.132 0.112 0.079
Per Index Field > 50,000 P/ease ca//fo~a uote
Electronic media Burning Kate
DVD CD Per Set ' 50.00
Pick Up and Delivery Rate Minimum
Pick U Per Box $10.00 50.00
Delive Per Box $10.00 50.00
End User Training Rats
1 hour via the web $110.00
**P~icing is subject to change
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The terms of this agreement shall remain in forCO and effect far a period of ninety (90) days from the date appearing below, unless
accepted by the Cl""lent.
•
•
Submitted by:
Date:
By:
Witness:
Noted items Accepted by:
Date:
MCCi, a Limited liability Company
June 14, 2006
(Printed Name & Tdfe)
~~~ ~ ~~
(Signature)
CITY OF CLBRMONT, FLORIDA
dJ` 1 '" C~~~-P
By:
{Signature}
(Printed Name & Title)
Witness:
{Signature)
•
(Printed Name & TBie)
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