HomeMy WebLinkAboutContract 51806 CITY SECRUARY
CONTRACT NO._ <
DIGITAL IMAGING SERVICES AGREEMENT
BETWEEN THE CITY OF FORT NORTH AND DOCULYN INC.
This DIGITAL.IMAGING SERVICES AGREEMENT("Agreement")is made iind entered into
by and between the CITY OF FORT WORTH("City"),a"Texas home rule municipal corporation,acting
by and through Susan Alanis,its duly authorized Assistant City Manager,and DocuLynx,Inc.("Supplier"),
a Nebraska corporation authorized to conduct business in the State of Texas, and acting by and through
James McDonald,its duly authorized Senior Vice President,each individually referred to as a"party"and.
collectively referred to as the"parties."
AGREEMENT DOCUMENTS:
The Agreement documents.shall include the following:
1. This Digital Imaging Services Agreement:
2. Exhibit A—Scope of Services;
3 Exhibit B—Price Schedule;
4. Exhibit C Verification of Signature Authority Form;and
$, Exhibit D—Definitions
b, Exhibit E—Digital Imaging Services Custamer.Acceptance Form
7; Exhibit F—Scanned Images Qttality Controt,Fonn.
Exhibits.A,B,C, D,E and F,which are attached hereto and incorporated herein, are made a part of this
Agreement for all purposes.In the event of any conflict between the terms and conditions of Exhibits A,B
C,D,E and F,and the terms and conditions set forth in the body of this Agreement,the terms and conditions
of this Agreement shall control.
I. SCOPE OF SERVICES.
Supplier agrees to provide City with digital imaging services(!Services'), Exhibit"A,'- Scope
of Services morn specifically describes the Services to be providc4 hercurtdcr.
2. TERM.
This Agreement shall begin on the date of the last signature by the parties("Effective Date") and
shall expire on.September 30,2019("Expiration Date"),unless terminated earlier in accordance with this
Agreement ("Initial Term"). Upon the expiration of the Initial Term, the Agreement shall renew
automatically under the same terms and conditions for up to four(4)one-year renewal periods("Renewal
Term"),unless City or Supplier provides the other party with notice of non-rencwal at least 30 days before
the expiration of the Initial Term or Renewal Term.
3._ COMPENSATION.
City shall.pay Supplier in accordance with the fee schedule of Supplier personnel who perform
services under this Agreement in accordance with the provisions of this Agreement and Exhibit"B,"--Price
Schedule. Total payments made under this Agreement for the Initial Term or for any individual Renewal
Term shall not exceed the amount of One Hundred Thousand Dollars($100,000.00).Supplier shall not
perform any additional services or bil l for expenses incurred for City not specified by this Agreement unless
City requests and approves in writing the additional costs for such services.City shall not be liable for any
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additional expenses of Supplier not specified by this Agreement unless City first approves such expenses
in writing.
4, TEFL UNATION.
4.,1. Written Nodee. City or Supplier may tertinate this Agreement at any time and;for-any,
reason by providing the other party with 30 days'written notice of,termination.
4.2 Non:#agWrL4tiga of Funds: In the event no funds.or insufficient funds are appropriated;
by City in any fiscal period for any payments due hereunder,City will notify Supplier of such occurrence
and this Agreement shall terminate on the last day`of the fiscal period for which appropriations were
received without penalty or expense to'City of any kind.whatsoever, except as to the. portion3 of the
payments herein agreed upon for which funds have been appropriated.
4.3 Duties and Obligations of the Parties. In the event that this Agreement is terminated prior
to the Expiration Date, City shall pay Supplier for services actually rendered up to the effective date of
termination and Supplier shall continue to provide City with Services requested by City and in accordance
with this Agreement up to the effective date of termination. Upon termination of this Agreement for any
reason,Supplier shall provide City with copies of all completed or partially completed documents prepared
under this Agreement.In the event Supplier has received access to City.Information or data as a requirement
to perform services hereunder, Supplier shall return all City provided data to City in a machine readable
format or other format deemed acceptable to City.
5. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL.INFORMATION,
5.1. Disclosure of Conflicts. Supplier hereby warrants to City that Supplier has made full
disclosure in writing of existing or potential conflicts of interest related to Supplier's services under this
Agreement. In the event that any conflicts of interest arise after the Effective Date of this Agreement,.
Supplier hereby agrees immediately to make full disclosure to City in writing.
5.2 Confidential Information.Supplier,for itself and its officers,agents and employees,agrees
that it shall treat all information provided to it by City ("City Information') as confidential and shall not
disclose any such information to a third party without the prior written approval of City.
53 Unauthorized Access. Supplier shall store and maintain City Information in a secure
manner and shalt not allow unauthorized users to access, modify, delete or otherwise corrupt City
Information in any way. Supplier shall notify City immediately if the security or integrity of any City
Information has been compromised or is believed to have been compromised, in which event, Supplier
shall, in good faith, use all commercially reasonable efforts to cooperate with.City in identifying what
information has been accessed by unauthorized means and shall fully cooperate with City to protect such
City Information from further unauthorized disclosure.
6. RIGHT TO AUDIT.
Supplier agrees that City shall,until the expiration of three(3)years after final payment under this
contract,or the final conclusion of any audit commenced during.the said three years,have access to and the
right to examine at reasonable times any directly pertinent books,documents,papers and records,including;
but not limited to,all electronic records,of Supplier involving transactions relating to this Agreement at no
additional cost to City. Supplier agrees that City shall have access dui-ing normal working hours to all
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necessary:Supplier facilities and shall be provided adequate and 0ppropriate work space in order to conduct
audits in compliance with the provisions of this section:City shall give Supplier reasonable advance notice
of intended audits.
7. INDEPENDENT CONTRACTOR.
It is expressly understood and agreed that Supplier shall operate as an independent contractor as to
sill,rights and privileges and work performed under this Agreement, and not as agent, representative or
employee of City, Subject to and in accordance with the conditions and provisions of this Agreement,
Supplier shall have the-exclusive right to control the details of its operations and activities and be solely
responsible for the sets and omissions of its: officers, agents, servants, employees, consultants and
subSuppliers. Supplier acknowledges that the.doctrine of respond.}ut superior shall not apply as between
City,its officers, agents, servants and employees, and Supplier, its officers, agents,employees, servants.
Suppliers and subSuppliers. Supplier.further agrees that nothing herein shall be construed as the creation
of a partnership or joint enterprise between City and Supplier. It is further understood that City shall in no
way be considered a Co-employer,or a Joint employer of Supplier or any officers, agents, servants,
employees or subSupplier of Supplier, Neither Supplier,nor any officers, agents, servants, employees or
subSupplier of Supplier shall be entitled to any employment benefits from City, Supplier shall be
responsible and liable for any and all payment and reporting of taxes on behalf of itself, and any of its
officers,agents,servants,employees or subSupplier.
8. LIABILITY AND INDEMNIFICATION.
8.1 LIABILITY-SUPPLIER SHALL.BE LIABLE AND RESPONSIBLE FOR ANY AND
ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY, INCLUDING
DEA III, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER, WIfETIIER REAL OR
ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S),
MALFEASANCE OR.INTENTIONAL 1t;(ISCDNDUCT OF SUPPLIER, ITS OFFICERS, AGENTS,
SERVANTS OR EMPLOYEES,
8.2 GENERAL INDEMNIFICATION - SUPPLIER HEREBY COVENANTS A"
AGREES TO INDEMNIFY, HOLD HARMLESS A"DEFEND CITY, ITS OFFICERS,AGENTS,
.SERVANTS AND EMPLOYEES,FROM AND AGAINST ANY AND ALL CLAIMS OR LAWSUITS
OF ANY KIND OR CHARACTER, WHETIIER REAL OR ASSERTED, FOR EITHER PROPERTY
DAMAGE OR LOSS (INC1 UDING ALLEGED DAMAGE OR LOSS TO SUPPLIER'S BUSINESS
AND ANY RESUL TING LOST PROFITS)AND/OR PERSONAL INJURY,INCLUDING DEATH, TO
ANY AND ALL.PERSONS,ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT,
TO THE EXTENT CAUSED BY THE NF.GLIGENT ACTS OR OMISSIONS OR M.ALFF.ASANCE OF
SUPPLIER,ITS OFFICERS,AGENTS,SERVANTS OR EMPLOYEES.
8.3 INTELLECTUAL PROPERTY INDEMNIFICATION — SUPPLIER AGREES TO
DEFEND, SETTLE, OR .PAY, AT ITS OWN COST AND EXPENSE, ANY CLAIM OR ACTION
AGAINST CITY FOR INFRINGEMENT OF ANY PATENT, COPYRIGHT, TRADE MARK, TRADE
SECRET, OR SIMILAR PROPERTY RIGHT ARISING FROM CITY'S USE OF THE SOFTWARE
AND/OR DOCUMENTATION IN ACCORDANCE WITH THIS AGREEMENT, IT BEING
UNDERSTOOD THAT THIS AGREEMENT TO DEFEND, SETTLE OR PAY SHALL NOT APPLY
IF CITY MODIFIES OR MISUSES THE SOFTWARE ANDlOR DOCUMENTATION.SO LONG AS
SUPPLIER BEARS THE COST AND .EXPENSE OF PAYMENT FOR CLAIMS OR ACTIONS
AGAINST CITY PURSUANT TO THIS SECTION, SUPPLIER SHALL HAVE THE RIGHT TO
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CONDUCT THE DEFENSE OF ANYSUCH CLAIM OR ACTIONAND ALL NEGOTIATIONS FOR
ITS SETTLEMENT OR COMPROMISE AND TO SETTLE OR COMPROMISE ANY SUCH CLAIM,
HOWEVER,CITYSHALL HAVE TILE RIGHT TO FULLY PARTICIPATE INANYAND ALL SUCH
.SETTLEMENT, NEGOTIATIONS, OR LAWSUIT AS NECESSARY TO PROTECT CITY'S
INTEREST, AND CITY AGREES TO COOPERATE WITH SUPPLIER IN DOING SO. IN THE
EVENT CITY, FOR WHATEVER.REASON, ASSUMES THE RESPONSIBILITY FOR PAYMENT
OF COSTS AND EXPENSES FOR ANY CLAIM OR ACTION BROUGHT AGAINST CITY FOR
INFRINGEMENT ARISING UNDER THIS AGREEMENT,CITYSHALL HA VE THE SOLE RIGHT
TO CONDUCT THE DEFENSE OF ANY SUCH CLAIM OR ACTION AND ALL NEGOTIATIONS
FOR ITS SETTLEMENT OR COMPROMISE AND TO SETTLE OR COMPROMISE ANY SUCH
CLAIM;HOWEVER,SUPPLIER SHALL. FULLY PARTICIPATE AND COOPERATE WITH CITY
IN .DEFENSE OF SUCH CLAIM OR ACTION, CITYAGRE•E•S TO GIVE SUPPLIER TIMELY
WRITTEN NOTICE OF ANY SUCH CLAIM OR ACTION, WITH COPIES OF ALL PAPERS
CITY MAY.RECEIVE RELATING THERETO. NOTWITHSTANDING THE FOREGOING, CITY'S
ASSUMPTION OF PAYMENT OF COSTS OR EXPENSES SHALL,NOT ELIMINATE SUPPLIER'S
DUTY TO INDEMNIFY CITY UNDER THIS AGREEMENT. IF THE SOFTWARE AND/OR
DOCUMENTATION OR ANY PART THEREOFIS HELD TO INFRINGE AND THE. USE
THEREOF IS ENJOINED OR RESTRAINED OR, IF AS A RESULT OF A SETTLEMENT OR
COMPROMISE, SUCH USE IS MATERIALLY ADVERSELY RESTRICTED, SUPPLIER SHALL,
AT ITS OWN EXPENSE AND AS CITY'S SOLE REMEDY,EITHER.(A).PROCURE FOR CITY THE
RIGHT TO CONTINUE TO USE THE SOFTWARE AND/OR DOCU'1 ENTATION;OR(B)MODIFY
THE SOFTWARE AND/OR DOCUMENTATION TO MAKE IT)VON-INFRINGING, PROVIDED
THAT SUCH MODIFICATION .DOES NOT MATERIALLY ADVERSELY AFFECT
CITY'SAUTHORIZED USE OF THE SOFTWARE AND/OR DOCUMENTATION; OR (C)
REPLACE THE SOFTWARE AND/OR DOCUMENTATION WITZI.EOUALLY SUITABLE,
COMPATIB.LF.,AND FUNCTIONALLY EQUIVALENT NON-INFRINGING SOFTWARE AND/OR
DOCUMENTATION AT NO ADDITIONAL CHARGE TO CITY; OR (D) IF NONE OF THE
FOREGOING ALTERNA TIVESIS REASONABLYAVAILABLE TO SUPPLIER TERMINATE THIS
AGREEMENT,AND REFUND ALL AMOUNTS PAID TO SUPPLIER BY CITY,SUBSEQUENT TO
WHICH TERMINATION CITY MAY SEEK ANY AND ALL RE'IIE DIE S AVAILABLE TO CITY
UNDER LAW.
9. ASSIGNMENT AND SUBCONTRACTING.
9.1 Assignment. Supplier shall not assign or subcontract,any ofits.duties,obligations or rights
under this Agreement without the prior written consent of City.If City grants consent to an assignment,the
assignee shall execute a written agreement with City and Supplier un(ler which the assignee agrees to be
bound by the duties and obligations of Supplier under this Agreement. Supplier and Assignee shall be
jointly liable for all obligations of Supplier under this Agreement prior to the effective date of the
assignment.
9.2 Subcontract. If City grants consent to a subcontract,sub Supplier shall execute a written
agreement with Supplier referencing this Agreement under which sub Supplier shall agree to be bound by
the duties and obligations of Supplier under this Agreement as such duties and obligations may apply.
Supplier shall provide City with a fully executed copy of any such subcontract.
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10. INSURANCE.
Supplier shall provide City with certificate(s)of insurance documenting policies of the following
types and minimum coverage limits that are to be in offect prior to commencement of any work'pursuant
to this Agreement:
10,1 Coverage and Limits
(a) Commercial General Liability:
$1,000,000- Each Occurrence
$2,000,000- Aggregate
(b) Automobile Liability:
$1,000,000 Each occurrence on a combined single limit basis
Coverage shall be on any vehicle used by Supplier, its :employees, agents,
representatives in the course of providing services under this Agreement. "Any
vehicle"shall be any vehicle awned;hired and non-owned.
(c): Worker's.Compensation:
Statutory limits according to the Texas Workers' Compensation Act or any other
state workers'compensation laws where the work is being performed
Employers' liability
$100,000- Bodily Injury by accident;each accident/occurrence
$100,000- Bodily Injury by disease;each employee
$5001000- Bodily Injury by disease;policy limit
10.2 General Requirements
(a) The commercial general liability and automobile liability policies shall name City
as an additional insured thereon, as its interests may appear.The term City shall
include its employees,officers, officials agents,:and volunteers in. respect to the
contracted services.
(b) The workers' eornpensation policy shall include a Waiver of Subrogation (Right
.of Recovery)in favor of City.
(c) A minimum of Thirty(30) days' notice of cancellation or reduction.in limits of
coverage shall be provided to City.Ten(10)days'notice shall be acceptable in the
event of non-payment of premium.Notice shall be sent to the Risk Manager,City
of Fort Worth,200 Texas Street,Fort Worth,Texas 76102 with copies to the Fort
Worth City Attorney at the same address.
(d) The insurers for all policies must be licensed and/or approved to do business in the
State of Texas. All insurers must have a minimum rating of A VII in the current
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A.M.Best Key Rating Guide,or have reasonably equivalent financial strength and
solvency to the satisfaction of Risk Management.If the rating is below that
required,written approval of Risk Management is required..
(e) Any failure on the pact of City to request required insurance documentation shall
not constitute a waiver of the insurance requirement.
(f) Certificates of Insurance- evidencing that Supplier has obtained all required
insurance shall be delivered to the City prior,to Supplier proceeding with any work
pursuant to this Agreement.
11. COMPLIANCE WITH LAWS,ORDINANCES,RULE AN!D REGULATIONS.
Supplier agrees that in the performance of its obligations hereunder,'it shall comply with all
applicable federal,state and local laws,ordinances,rules and regulations said that any work it produees.in
connection with this Agreement will also comply with all applicable; federal,, state and local laws,
ordinances,rules and regulations. If City notifies Supplier of any violation of such laws,ordinances,rules
or.regulations,Supplier shall immediately desist from and correct the violation.
12. NUN-DISCRIMINATION COVENANT.
Supplier,for itself,its personal representatives,assigns;subSuppliers and successors in.interest,as
part of the consideration herein, agrees that in the performance of Supplier's duties and obligations
hereunder,it shall not discriminate in the treatment or employment of any individual or group of individuals
on any basis prohibited by law. IF ANY CLAIM ARISES FROM AN ALLEGED VIOLATION OF
THIS NON-DISCRIMINATION COVENANT BY SUPPLIER, ITS PERSONAL
REPRESENTATIVES, ASSIGNS, SUBSUPPLIE.RS OR SUCCESSORS IN INTEREST,
SUPPLIER AGREES TO ASSUME SUCH LIABILITY AND TO INDEMNIFY AND DEFEND
CITY AND HOLD CITY HARMLESS FROM SUCH CLAIM.
13. NOTICES,
Notices required pursuant to the provisions of this Agreement shalt be conclusively determined to
have been delivered when (1) hand-delivered to the other party,.its agents, employees, servants or
representatives,(2)delivered by facsimile with electronic confirmation of the transmission,or(3)received
by the other party by United States i4iail,registered,return receipt requcstcd,addressed as follows;
To CITY: To SUPPLIER::
City of Fort Worth DocuLynx,Inc.
Attn: Susan Alanis,Assistant City Manager James McDonald,Senior Vice.President
200 Texas Street 5.660 Greenwood i'laaa Boulevard,Suite 404N
Fort Worth,TX 716102.6314 Greenwood Village,CO 80 t l l
Facsimile: (817)392-8654
With copy to Fort Worth City Attorney's Office at
same address
Digital I imaging Servires:Agmement _.
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14. SOLICITATION OF EMPLOYEES.
Neither City nor Supplier shall,during the teen of this Agreement and additionally for a period of
one year after its termination, solicit for employment or employ, whether as employee or independent
contractor,any person who is or has been employed by the other during the term of this Agreement,without
the prior written consent of the person's employer.Notwithstanding the foregoing,this provision shall not
apply to an employee of either party who responds to a gencral solicitation of advertisement of employment
by either party.
15. GOVERNMENTAL POWERS.
It is understood and agreed that by execution of this Agreement,City does not waive of surrender
any of its govcrnmeniat powers or immunities.
1.6, NO WAIVER.
The failure:of City or Supplier to 'insist upon the performance of any term or provision of this.
Agreement or to exercise any right granted herein Shall not constitute a waiver of City's or Supplier's
respective right to insist upon appropriate performance or to assert any such right on any future occasion:
17. GOVERNING LAW/VENUE.
This Agreement shall be construed in accordance with.the laws of the State of Texas.If any action,
whether real or asserted, at law or in equity, is brought pursuant to this Agreement,venue for such action
shall lie in state courts located in Tarrant County,Texas or the United States District Court for the Northern
District.of Texas,port Worth;Division.
18. SEVERABILI.TY.
If any, provision of this Agreement is.held to be invalid, illegal-or unenforceable, the validity,.
legality and.enforceability of the remaining provisions shall not in any way be affected or unpaired
19. FORCE MANURE.
City and Supplier shall exercise their best efforts to meet their respective duties and obligations as
set forth in this Agreement, But shall not be held liable for any delay or omission in performance due to
force majeure or other causes beyond their reasonable control, including, but not limited to,.compliance
with any government law, ordinance or regulation, acts of God, acts of the public enemy, fires, strikes,
lockouts, natural disasters, wars, riots, material or labor restrictions by any governmental authority,
transportation problems and/or any other similar causes.
20. HEADINGS NOT CONTROLLING.
Headings and titles used in this Agreement are for reference.purposes only,shall not be deemed a
part of this Agreement,and are not intended to define or limit the scope of any provision of this Agreement.
21. REVIEW OF COUNSEL.
The parties acknowledge flint each party and its counsel have reviewed and revised this Agreement
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and that the normal rules of construction to the effect.that any ambiguiities are to be resolved:against the
drafting party shall not be employed in the interpretation of this Agrectrient or Exhibits A,B,C,D,and E.
22. AMENDMENTS/MODIFICATIONS/EXTENSIONS.
No amendment,modification,or extension of this Agreement shall be binding upon a party hereto
unless set forth in a written instrument,which it executed by an authorised representative of each party.,
23. ENTIRETY OF AGREEMENT.
This Agreement,,including Exhibits A; .B, C, D,, and E, contains the,entire understanding and
agreement between City and Supplier,their assigns and successors in interest, as to the matters contained.
herein..Any prior or contemporaneous oral or,written agreement is hereby,declared null and void to the
extent in conflict with any provision of this Agreement.
24. COUNTERPARTS.
This Agreement may be executed in one or more counterparts and each counterpart shall, for all
purposes, be deemed an original., but all such counterparts shall together constitute one and the same
instrument.
25. WARRANTY OF SERVICES.
Supplier warrants that its.,Services will be of a high quality and conform to generally prevailing
industry standards.City must give written notice of any breach of this warranty within thirty(30)days from
the date that the Services are completed. In such event,at Supplier's option,Supplier shall either(a) use
commercially reasonable efforts to re>oerfortn the Services in.a manner that conforms with the warranty,
or(b)refund the fees paid by City to:Supplier for the nonconforming;services:
26. IMMIGRATION NATIONALITY ACT.
Supplier shall verify the identity and employment eligibility of its employees who perform work
under this Agreement, including'completing the Employment Eligibility Verification Form (I-9). Upon
request by City,_ Supplier shall provide City with copies of all I-9 farms and supporting eligibility
documentation for each employee who performs work under this.Agreement. Supplier shall adhere to all
Federal and State laws as well as establish appropriate procedures and controls so that no services will be
performed by any Supplier employee who is not legally eligible to perform such services. SUPPLIER
SHALL INDEMNIFY CITY AND HOLD CITY HARMLESS FROM ANY :PENALTIES,
LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH BY SUPPLIER,
SUPPLIER'S EMPLOYEES,SUBCONTRACTORS,AGENTS,OR LICENSEES,City,upon written
notice to;Supplier, shall have the right to immediately terminate this Agreement for violations of this
provision by Supplier.
27. OWNERSHIP OF WORK PRODUCT.
City shall be the sole and exclusive owner of all reports, work papers, procedures, guides, and
documentation, created, published, displayed, and/or produced in conjunction with the services provided
under this Agreement(collectively,"Work Product"). Further,City shall be the sole and exclusive yawner
of all copyright, patent, trademark, trade secret and other.proprietary rights in and to the Work Product.
Digital imaging Se vices Agreement
RFR.1843951 Digital Imaging,Services Page s oC23
IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples this
of 4r." -
day V�*14 2019.
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
COINTRACTCOMPLIANCE MANAGER:
By signing I acknowledge that I any the person
responsible for the monitoring and administration of
Br this contract,including ensuing all performance and
Name: Susan Alanis reporting requirements.
,Tt%A sistant City Manager_41 CAq,,
Date: .......................... Bv
01-4RcL
APPROVAL RECOMMENDED: ougla:A, ones
Title: Records Manager
APPROVED AS TO FORM AND LEGALITY:
By:
Name. kL�grr
Title:
By:
Name. Richard A. McCracken
ATTEST: Title: Assistant City Attorney
' ONTRACT AUTHORIZATION:
N/A
By: Nimrm 1295:N/A
Nalne: 'Ma`6�a(ys
Title. City Secretary.,
r.
SUPPLIER: ...............
DOCUL YNX,INC- ATTEST:
(2 By: By-,
N 'c: James McDonald Name:
Title: Senior Vice President Title:
Date: It 1"Zo
--
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C11 'RY
FT. WORTH,TX
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Ownership of the Work Product shall inure to the benefit of City from the date of conception,creation or
fixation of the Work Product in a tangible medium of expression (whichever occurs first). Each
copyrightable aspect of the Work Product shall be considered a"work-made-for-hire"within the meaning
of the Copyright Act of 1976, as amended. If and to the extent such Work Product,or any part thereof, is
not,considered'a "work-made-for-hire'' within the meaning of the Copyright Act of 1976, as amended,
Supplier hereby expressly assigns to City all exclusive right,title and interest in and to the Work Product,
and all copies thereof,and in and to the copyright,patent,trademark,trade secret,and all other proprietary
rights therein, that City may have or obtain, without further consideration, free from any claim, lien for
balance due,or rights of retention thereto on the part of City.
28. SIGNATURE AUTHORITY.
The person signing this Agreement hereby warrants that helshe has the legal.authority to execute
this Agreement on behalf of the respective party,and that such binding authority has been granted by proper
order,resolution,ordinance or other authori2ation of the entity.This Agreement and any amendment hereto,
may be executed by any authorized representative of Supplier whose name,title and signature is affixed on
the Verification of Signature Authority Form,which is attached hereto its Exhibit"C".Each party is fully
entitled to rely on these warranties and representations in entering into this Agreement or any amendment
hereto.
29. CHANGE IN COMPANY NAME OR OWNFRSHIP
Supplier shall notify City's Purchasing Manager, in writing, of a company name, ownership, or
address change for the purpose of maintaining updated City records;The president of Supplier or.authorized
official must sign the letter. A letter indicating changers in a company name or ownership must be
accompanied with supporting legal documentation such as an updated W-9..documents filed with the state
indicating such change, copy of the board of director's resolution approving the action, or an executed
merger or acquisition agreement.Failure to provide the specified documentation so may adversely impact
future invoice payments.
30. PROHIBITION ON CONTRACTING WITH COMPANIES THAT BOYCOTT ISRAEL
Supplier acknowledges that in accordance,with Chapter 2270 of the Texas Government Code, the
City is prohibited from entering into a contract with a company for goods or services unless the contract
contains a written verification from the company that it:(1)does not boycott Israel;and(2)will not boycott
Israel during the term of the contract. The terms"boycott Israel"and"company"shall have the meanings
ascribed to those terms in Section 808.001 of the Texas Government Code. By signing this contract,
Supplier certifies that Supplier's signature provides written verification to the City that Supplier:(1)
does not boycott Israel; and(2)will not boycott Israel during the term of the contract.
(vignature page follows)
laigjtat boolftServF Agreement
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EXHIBIT A
SCOPE OF SERVICES
1.0 GENERAL
The Services,to be performed by.Supplier are the creation of digital images of paper
documents,microfilm images,or photographic media with metadata for downloading into
records or document management software products. Digital imaging, hereinafter called
"scanning,"includes document preparation,scanning,indexing,validation,quality control
and transfer to electronic media for the City of Fort Worth as directed by the Records and
Information Management Office, hereinafter called "RIM Office." City departments are
required to contact the RIM Office for advice and support for initial scanning sen ice
requests. Supplier shalt not solicit, or perform scanning services for City departments
without the involvement of the.RIM Office.The definitions in Exhibit"D",are made a part
of this Agreement.
1.2 Supplier shall provide all labor, materials, tools and equipment .required fqr all City
departments requesting Services.Services shall be provided on an as-needed basis per City
and Department requirements. Each request for.Services by a City Department shall
constitute a separate"project"to be performed by Supplier pursuant to this Agreement.
1.3 The City is obligated to pay only for those materials and Services ordered by an authorized
City employee and received as required by the City.The City does not anticipate a regular
schedule of scanning services.Supplier shall provide Services in an"on demand"basis.
1..4, To request Services from Supplier,the City department responsible for a project shall meet
with Supplier to discuss the services and identify the records by record series number and
type; Supplier shall provide the City department with a projected cost for digitizing the
records by completing and signing the Digital Imaging Services Customer Acceptance,
Form("Acceptance Form"),which is attached hereto as Exhibit"U. The City department
and then the RIM Office shall sign the Acceptance Form to agree to the Services and costs.
The City department shall provide the Acceptance Form to Supplier when the Supplier'
picks up the records to be imaged.
2.0 SCANNING REQUIREMENTS
it Supplier shall provide City with a range of scanning options,including different densities,
page thickness and document sizes.While most documents Ate black and white,there will
be some documents for which Supplier will need to preserve color-based or grayscale
features.
2,2 Images are to be provided by Supplier as industry standard PDF/A-I a, as defined by ISO
19005-1:2005, or Tagged.Image File Format (TIFF) read-only formats to ensure there is
no improper alteration or modification to the images.
23 Supplier shall ensure that the original content of a scanned record is not altered ormodifted
once it has been finalized to protect the integrity of the information.for risk management
and legal purposes,
2,4 All document preparation,scanning,indexing and quality checking must be performed by
.Supplier in the State ofTexas,No off-shore or aut-of-state Services are allowed.
2.5 Supplier shall provide duplex smo capabilities to capture bath°front aad Eck ofdoeuttients
where neededby the City.
,.Now,Imosing¢atrvicxts Agreetrtct t
1tFF Itf�t1 9S�l' $tiStl Itrwglflg 3erviccs Page ll or-3
2.6 Supplier shall ensure image accuracy;.the image must capture all of'.the content of the
source records and the image must be legible.
17 Index metadata must be included with each file by the Supplier and be capable of import
into the City's document repositories,
28 The scanning software used by Supplier shall have on-screen displays that enable the
operator to make image-setting adjustments necessary to optimize scanning output, The
scanner operator should be able to identify and rectify quality issues such as misfed pages,
poor image contrast,and incomplete images. If the scanner operator catches errors during
this step,the scanner operator should be able to adjust the scanner's settings to respond to.
the changing document conditions and sizes,and then rescan the documents immediately.
3A DOCUMENT PREPARATION
3:.1 All document preparation costs shall be included in the unit prices in Exhibit B.
3.2 Supplier shall perform the following document preparation tasks prior to scanning:
3.2.1 Staple and fastener removal;ripped or torn pages repaired;large format document
unrolling and unfolding; re-positioning of past-it_notes that: may be covering
information; taping of smaller than 8.5" xt 1" documents onto blank 8.5" x l l"
pages; marking documents that are illegible; inserting separator sheets between
files and document types; verifying that target sheets are in the correct location;
and otherwise making documents ready for processing.
3.2;2 Each record in the input file must contain enough metadata to:perform functions
such as searching,browsing,,navigating,identifying,and.interpreting digital texts,.
images.aud other resources.
3-3 City`departments shall perform the following tasks prior to digital imaging:
3.3.1 If saving to a networked storage location (ex., Y-drive), establish a file
plan/structure for the drive/directory;that will hold.the incoming records.
3,12 Scanned records cannot not be stored and maintained on thumb drives,zip drives,
compact discs (CDs) or.Digital Versatile Discs (DVDs); or a hard.drive(ex., C-
drive)on a personal computer.
3,3.,3 Properly project and plan for scanned information volume ovcrlagainstlong-term
available storage space.
Prior to the release of any records for scanning,the.Department will prepare each
file by organizing the records in the desired scanning order,removing duplicates
and non-records; identifying any special tasks (ex., color copies), creating an
itemized list of contents and provide Vendor with indexing scheme and/or
instructions.
3.4 Each scanned imager shall have.a.unique fileename specified,by the Deparcmeat.
4.0 INPUT FILES
4.1 Supplier must be able to accommodate ongoing scanning projects by creating images in a.
format that easily imports into the City's software at the;direction of the:City.Examples of
document management software used by the "City includes, but :is not limited to,
Laserfiches,Accela, Buzzsaw,and PcopleSoft.
Digital i maging:servicts Agreement
RFP 18-0395,Digital Iuraging.Seivices Page 12 of 23
4.2 City departments using;Laserfiche`s will provide the appropriate Laserfiche*template for
importing image Files with.necessary indexing. Supplier shall then provide the scanned
images for importing into City's Laserfichel servers.
4.3, Suppli+er shall provide on-site trainingfor employees for the.first two projects for each City
Division hat utilizes the Services.
5.0 BACKT,NRECOVERY DATA RETENTION REMIREMENTS
5.1 Supplier shall retain a converted images backup until notified by the City to destroy the
copies.
i, City data and images are to be removed.from Supplier's computer networks and systems
after all project processes have been completed to the acceptance of the City in accordance
with this Agreement.
5. 'Igte following procedures shall be followed.whoa Supplier destroys electronic records and
images:from supplier's systems,
5.3.1 Once a project has been completed,and the City has signed off on acceptance of
all project work, Supplier shall remove all images and data from all of Supplier's
computers and network appliances after receiving written instructions from the
City to destroy the data.
5.3.2' Eraser/File Wiper programs shall be run by Supplier to ensure that City data has
been removed and the physical drive has been written over.to prevent City's data
from being restored.
5.13 After all of City's images and data have been removed,Supplier shall provide the
City department associated with the project written notification and certification
that all traces of the project have been completely removed. Supplier shall sign
the Acceptance Form to indicate the images and data have been removed and
deliver the form to the.RlM Office.
6.0 OWNERSHIP AND CONFIDENTIALITY
6.1 AU images produced as a result of this Agreement become the sole and exclusive property
of the-City,which shall retain possession of the images and sole and exclusive right to
their use,copying,or reproduction.
6.2 Supplier shall not reveal,release,or cause to be known any information contained in the
records.
7.0 PICKUP AND DELIVERY
7.1 Supplier shall pick up and return original records and digitized records to the custodial
department. Pickup and delivery by a third party shipping company is not allowed for
Supplier to transport City records.Supplier assumes all costs associated with transporting
records,including insurance,said costs being included in the unit prices in Exhibit'B'%
7.2 In order to ensure accuracy of what files are picked up, City will prepare a;manifest or
general document inventory list to identify files, including box location. This makes it
possible to confirm tiles in the Supplier's possession and facilitates file location. Any,
discrepancies between the City department's inventory transmittal and the items received
by the Supplier are to be resolved within ten(10)working days.
�igitai:Iiriagtn Services Agreement
ItFp 1 t?3 5,digital lmagirtgServices Pagel o '23
i
7.3 Scanned images shall be placed on a DVD, external hard.drive, or other appropriate
approved media for delivery to the City.
8.0 SAFE AND SECURE RECORDS HANDLING AND TRAtiSPORT
8.1 Supplier shall exercise reasonable care in transporting and handling City records to insure
they are not subjected to extremes in temperature or other.abuse or misuse that could result
in damage to the records.
8.1.1 Supplier shall use vehicles that do not expose;records to the elements, can be
locked and that haven't been used to transport ether materials thatmay,cause risks
to records,such as chemicals or foodstuff.
81.2 Supplier shall secure boxed records so they don't spill during transit.
8.1:3 Records shall be carefully handled by Supplier at all times,.particularly during
loading and.unloading. If large quantities of:records are being moved, Supplier
shall use secure docks so that records can be loaded and unloaded without risk of
theft or damage from theelements. Records.should never be left unattended by
Supplier,even temporarily.
8.14 Supplier shall not,allow any person to eat,drink or smoke:near,the records at any
time.
8.1.5 Supplier shall report any damage to City records immediately to the responsible
City employee.
9.0' WORK TURNAROUND'
All Services performed in accordance with this Agreement shall be completed in a"reasonable"
amount of time; "reasonable"defined as a time agreed on between City and Vendor on.'a case by
case basis and .stated in EXHIBIT E, DIGITAL. IMACrING SERVICES CUSTOMER
ACCEPTANCE FORM,completed for each imaging order.
10.0 QUALITY STANDARDS AND TEST METHODS
10.1 Source documents picked up by Supplier must be returned with the delivered product in
the same containers and in die.same order.in which the Supplier received them to facilitate
City verification o f.conteot and quality of the scanncd:records. Documents do not have to
be rc-stapled,but they must be placed back into original folders unless otherwise specified
by the:City department.
10.2 The following standards must be mot by the Supplier for electronic records stared as digital
images:
10.2..1 A non-proprietary image filc,header label trust be used.
10.2,2 Scanner quality must be evaluated_based on tb.standard procedures in American
National Standard for Information (ANSI) and Association for Information and
Image Management(AIIM)AIIM MS44-1,988 (R 1993)"Recommended Practice
for Quality Control of Image Scanners:" and A.NSIIAIIM MS49-1993
"Recommended practice for Monitoring lmagc Quality of Roll Microfilm and
Microfiche Scanners".Supplier shall ensure scanning system is free from dust and
other particles, maintain calibration through each shift, and use appropriate,
technical targets and procedures as defined by,manufacturer.
Digital Imaging.Servic"Agreamimt
R1=P IM395,Digital Imaging Serview Page 14 of 23
10:2:3 A visual quality control evaluation must be performed by Supplier for each
scanned image and related index data.
101.4 Supplier's scanners must be set'at a minimum of 300 dpi(dots per inch).
10.2,5; The scanning density must be validated by Supplier with tests.on actual documents.
10.2.6 The use of the Consultative Committee on international Telegraphy and Telephony
(CCITT) Group 3 or Group 4 compression technique by Supplier is required for
document images without continuous tonal qualities. If use of a proprietary
compression technique is unavoidable,_the Supplier crust provide a gateway to
either Group 3 or Group 4 compression technique.
10.3 A completed "Scanned images Quality Control" form(Exhibit F) shall be completed_by
Supplier for each project to document the City's compliance with the requirements of
Texas Administrative Code Title 13, Chapter 7,Subchapter C Standards and Procedures
for Management of Electronic.Records.
10.3.1 Supplier shall complete sections"11,Software,Security and Quality Check"and
"Ill,Visual Review of Electronic Image Attributes and.Related Indexing"of the
"Scanned Images Quality Control"form and deliver the form to the Department
with the original and digitized records.
-
10.3.2 City Department shall.complete sections "I, Records Identification" and "IV,
Certification Signattrc"of the forms delivered by the Supplier and shall forward
the completed forms to the RIM Offices (attn.: Records Inventory Coordinator)
where they are maintained permanently according to record series 1000-40(b)
on the Retention Schedule.
1:03.3 1f the City Department is going to destroy the original records,.the "Scanned
Images Quality Control"form shall be submitted by the City Department with a
completed Authority for Records Destruction(AFR.D)form to the RIM Office.;.
11.0 SUPPLIER WARRANTY
1 1.1 Supplier shall be responsible for the quality,technical accuracy,and timely completion of
all Services and deliverables required by this Agreement. Supplier agrees to perform in a
god skillful and timely manner all Services set forth in this Agreement.
11.2 Supplier shall, without additional compensation, correct or revise any,errors, omissions
or other deficiencies in its Services and dclivcrablcs furnished under this Agreement.The
approval of interim dcliverables furnished under this Agreement shall not in any way
relieve Supplier of fulfilling all of its obligations under this Agreement.The acceptance
or payment for any of the Services rendered under this Agreement shall not be construed
as a waiver by the City, of any rights under this Agreement or of any cause of action
arising out of the Supplier's performance of this Agreement.
11.3 The acceptance of,approval of,or payment for.any of Services performed by Supplier
under this;Agreement shall notconstitute a.release or waiver of any claim the City has or
may have for latent defects or errors or other breaches of warranty or negligence.
Digital Imaging Services Agreement
itFP 19-0395,010ital.imagingServices Page IS of:23
REVISED EXHIBIT B Page 1 of 2
PRICE SCHEDULE
Printed:08/29/2018
BID OPENING DATE AND TIME:
916120181:30:00 PM
BID NUMBER: 18-0395
BUYER:Jack Dale,JD,CPPO,CPPB
PHONE*: (817)392-8357 exL
DELIVERY REQUIRED:9/6/2018
V Vendor Name:DocuL.ynx, Inc. S City of Fort worth
E H
D Address: 5660 Greenwood Plaza 40ON I LOCATIONS LISTED ON
ORDERS
RCity,State zip code: Greenwood Village, CO 80111 T
Item Class-Item Quantity Unit Unit Price Total
The City requests proposals for an annual agreement for digital imaging
services on an as needed basis per the attached RFR The term of the
agreement shall be for one(1)year,with four(4)options to renew for
additional one-year periods.Quantities listed are annual estimates.
1.000 Paper to Digital Conversion 81/2 Inch x 11 inch Black and white,per 1617000 EA .0285* $46,084.50'
Image
2.000 Paper to Digital Conversion 8'A inch x 11 inch Color,per image 20000 EA .033` $660.00'
3.000 Paper to Digital Conversion 12 inch x 18 Inch Black and White,per image 361000 EA M3` $11.919.00
4.000 Paper to Digital Conversion,12 inch x 18 inch Color,per image 25000 EA .033 $825.00
5.000 Paper to Digital Conversion,26 Inch x 42 inch Black and White,per Image 10050 EA .65" $6532.50
6.000 Paper to Digital Conversion,36 inch x 48 inch Black and White,per image 5000 EA .65— $3250.00
7.000 Color Photographs,per image 2000 EA .05A $100.00 A
8.000 Black&White Photographs,per image 1000 EA .05A $50.00A
9.000 Deleted
10.000 Optical Character Recognition(OCR),full and/or zonal,per image 234000 EA .005 $1,170.00
Page 2 of 2
REVISED EXHIBIT B
PRICE SCHEDULE
Printed:08/29/2018
BID OPENING DATE AND TIME:
9/6/2018 1:30:00 PM
BID NUMBER: 18-0395
BUYER:Jack Dale,JD,CPPO,CPPB
PHONE#: (817)392-8357 ext.
CrELIVERY REQUIRED:9/6/2018
VVendor Name:DOCULynx,Inc. I City of Fort Worth
N Address: 5660 Greenwood Plaza 40ON l LOCATIONS LISTED ON
D F ORDERS
R City,State zip Code:Greenwood Village,CO 80111
C>I
Item Class-Item Quantity Unit Unit Price Total
11.000 Paper to Digital Conversion,11 Inch x 14 inch Black&White,per image 1000 EA .0285 $28.50
12.000 Paper to Digital Conversion,18 inch x 24 inch Black&White,per image 1000 EA ,85— $650.00"
13.000 Paper to Digital Conversion,24 inch x 36 Inch Black&White,per image 10000 EA .65— $6500.00—
14.000 Document/File Indexing,per Keystroke 5000 EA .0045 $22.50
15.000 Records Pickup and Delivery Transportation,per visit 36 EA 340.00AA $1440.00AA
TOTAL:
WE AGREE TO FURNISH ANY OR ALL OF THE ITEM:;QUOTED AT THE PRICES SHOWN.
PROPOSAL MUST BE HELD FIRM FOR PERIOD OF 1 SO DAYS.
TERM OF PAYMENT: Net 30 days COMPANY: DocuL nX, In
DELIVERY: SIGNATURE:
TELEPHONE NUMBER: 469-438-5112 NAME AND TIi'LE: LoRozoDanii
Nabonal Acct.Executive
See attached pricing addendum for*, **, A , AA —
Pricing Addendum
*Pricing for Items# 1, #2, #3, #4, #11 is based on the following assumptions:
• Original documents are in good to excellent condition
• Few stored on impediments to remove (i.e. staples/paper clips)
• Includes basic doc prep for medium lite prep work averaging 1250 sheets
per hour.
• Standard business documents#20 lb or the like
• Documents must feed through production scanner with auto-feed capability
• Any special handling fee or exception processing fee is priced at$19.50 per hour
and must be approved by the City of Fort Worth before it is initiated
**Pricing for Items#6, #12, #13 is based on the following assumptions
• Engineering drawings/maps are in good to excellent condition
• Engineering drawings/maps are flat files and NOT FOLDED or ROLLED
• If Engineering drawings/maps are rolled or folded, a special handling fee of
$19.50 per hour is required and must be approved by the City of Fort Worth
before it is initiated
^Pricing for Items#land #8 is based on the following assumptions
• Photographs must be in good to excellent condition
• Photographs must be 8.5" x 11" or smaller
• Any special handling fee or exception processing fee is priced at$19.50 per hour
and must be approved by the City of Fort Worth before it is initiated
AA Pricing for Items#15 is based on the following assumptions
Documents must in 1.2 cubic box for transporting. Documents not in 1.2 cubic
foot boxes will not affect project pricing.
EXHIBIT C
VERIFICATION OF SIGNATURE AUTHORITY
DOCULYNX. INC.
5660 GREENWOOD PLAZA BOULEVARD.SUITE 400N
GREENWOOD VILLAGE,CO 80111
Execution of this Signature Veriiicatian Form ("Form") hereby certifies that the following individuals
and!or positions have the authority to legally bind Supplier and to execute any agreement, amendment or
change order on behalf of Supplier. Such binding authority has been granted by proper order, resolution.
ordinance or other authorization of Supplier.City is fully entitled to rely on ttrc warranty and representation
set forth in this Form in entering into any agreement or amendment with Supplier.Supplier will submit an
updated Form within tcn 110) business days if there are any changes to the signatory authority. City is
entitled to rely on any current executed Form until it receives a revised Form that has been properly executed
by Supplier.
1. Name- -3 _ --N c ;' W"
Position
r
s
6
Si
?. Name
Position:
_........_................._......._......._... .._._... .. ..
Signature
i, Name:
Position:
---- ----...._—.-................
....._..........._.....,,._......._..-----—..._..
Signature `
ti nee: 1� r' 1 G lQ Y
Signature ol'F+a4EdcaL-C-E4- Goa
Other Title:
Date:
Digital Imaging Services Agreement
RFP 15-0395.Digital Imaging Services Paec 19 of 23
F
EXHIBIT D
DEFINITIONS
errs not defined W.these sections-shalt have the mdanings defined in the Local Government Code,Title 6,
ubtiae C,Chapter 20 L
(AIIM) Association for A global community that:provides education;research apd.best practices for org;uiizationsto
Information.and Image help find,control and optimize information:
Management
(AIN51)American, An official,non-profit organization within the United States that administers thevoluntary
National Standards development ol`standaids for products,services;procttsses systems and personnel.:lt is the.CT5
[nstitute a uivaleitt nf;fhe'Brrtisfi.'Standadslnstttution.
9
Digital.Imaging Action or processaf optically converting printed text sadgraphic-paper,docutncnts,
phototapl
hic film,photographic;paper orother objects to a:duplicated and ccliable digital form:
This og"to"digital"canvtrsion process(ArD)is regiitred.Iiir coniputcr users`to be ableto
view electronic rites.
Document' A document may consist ofone.or many pagcs:If d.ic document has more titan one:pagethe.
document:must be:scanned as a single file multi-pagedocument.
DPI Dots per inch—Dots per inch indicate the resolution of Images.The morc.dots per itith.,:the
higher the resolution
Electronic Storage "Electronic storage means the maintenance oriocat government record data in the form of
digital electronic signals on a computer hard disk;magnetic tape,optical disk,orsirtular
.machine-'readable,medium.(Texas Local Government Code-Section 205.00L.Definitions)
Grayscale Documents and images are those that do not contain color,but:use gradients(shades).of black to.
produce the image.
Indexes Unique labels or tags that help you find a document.you need later.When searched;indexes
make.instant retrieval of a document possible.Once your documents have been scanned,the file
name ofeach document can be saved with indexes that you define.Searching;by index allows
you to retrieve the relevant_document you need:seconds:For example,a typical index for
accounting might be the invoice number or vendor.name.Indexes can be applied automatically
through a manifest and barcodc or through data entry by aspecialist.
ISO(International` The worlds largest developer of voluntary International Stai►dards::Tate o g,ittti2ation pr.o notes
Organization for worldwide proprietary,industrial and commercial standards,helping make industry more
Standardization) efficient andeffective.
Local Covernmerif "Local government record:data .means the information that by law,:regulation, .rule of.'court .
Record Data ordinance,or administrative procedure_in a local.government comprises:a:local government'record.
as defined by Texas Local Government Code Sectiori201.003".
Manifest A manifest can be used to identify all of the fie folders and/or documents.in y6itr file 6' A'
manifest may simply be excel.spreadshect listing all the files in a.box.lt is a"great w.ayto
keep track of what will be scanned
Metadata Data that provides information about other data-It is usual ly expressed as:elements in.a schema
or fields in a database.Typical elements include"Identifier,""Title," "Author/Cteator;.""Date."
and'`Keywords"where keywords arc"terms used in natural language.Meta!ata may be used by:
Indexing systems to help retrieve specific items
Optical Character Extracts every text word from your paper documents and stores it as:data that can later be
Recognition(OCR) searched OCR.is used to`create.a searchable PDF.
Source Document "Source document means the]ocal govcroment record from which local govCMIncnt record .
data is obtained for electronic storage.The term does not;include backup copies of the:datain.
any media generated from electronic storage. (Texas Local Governmebt;Code Section
205.00 I.,Definitions)
Digital Iniagtng 5ervit:eit:Agtettient
R.FP J."39S.Dig'stal Ima$tng Services. Page..20 of 23
I.assless Lossless cgropression disc;irds nq irifoci iauan-whereas lossy e'omQrssion.allows-Souie:
degradation.in,:ord&to achicve smaller file'siie..
Digital Finaing:Services Areeureni:
RFI? 1;8;0395,Digial:Ima'eing Services Wage 21 iif 23
EXHIBIT E
FoRT WORT x
Digital Imaging Services Customer Acceptance Form
r Version 1.0-Issued December 03,2018
Use this document to obtain Department/Division and RIM Office approval to digitize city records and to
a
document the deletion of the converted images backup made by the Supplier.
Department/Division:
(Record Series Number) (Record Type).
Costs and Additional Comments
Unit Price X =
Special handling or exception processing fee X =
Engineering drawings/maps special handling fee X =
Total Cost:
Signature Approvals
City Department/Division: Signature:
(Department Representative)
Name:
Date:
RIM Office: Signature:
(Contract Administrator)
Name:
Date:
' h
Supplier: Signature:
(DocuLynx Representative)
Name:
Date:
Converted Images Backup Deletion
(DocuLynx Representative Signature) (Date)
(DocuLynx Representative Name)
(Destruction'Method) (Destroy Date)
RM-07.1 Digital Imaging Customer Approval Form 2018 December
EXHIBIT F
FORTWORTH Scanned Ima es Quality Control Form
-- 411 g Q Y
Records&Information Management Office
This form reflects the requirements of Texas Administrative Code Title 13,Chapter 7,Electronic Records Standards and Procedures for electronic records
maintained by Texas local governments,and best practices established by the Records and Information Management profession. The RIM Office maintains
this document until final disposition of the electronic records through destruction or transfer of ownership.
This form was developed to provide guidance and validate quality control processes undertaken for converting paper and filmed documents
into readable,accessible digital images ensuring they remain legible and accessible throughout their required retention period.
When using a vendor to scan records,departments are responsible for instructing vendors how to scan their records and for performing quality
control checks to verify the delivered work product is acceptable and that the vendor followed the department's instructions. Verification
must be performed within the agreed acceptance terms of the contract,(usually 30 days). Rejected scanned images must be rescanned and
submitted to a quality control review.
I.SCANNED RECORDS IDENTIFICATION
Submitted by: Department:
From: To:
(Series#) (Record Series Title) (Inclusive Dates of Records MM/YYYY)
From: To:
(Series tt) (Record Series Title) (Inclusive Dates of Records MM/YYYY)
From: To:
(Series#) (Record Series Title) (Inclusive Dates of Records MM/YYYY)
II.SOFTWARE,RECORDS LOCATION,SECURITY AND QUALITY CHECK("X"all applicable security tasks).
Recordkeeping Software: Scan Date(s):
Drive Letter: Folder Name/Location:
Disaster Recovery and Security Sample Rate(frequency of image inspection)
❑ Infrastructure exists to support the software ❑Inspected every image(required for records and related index data
❑Confident in security and restorability of data with a retention of 10 years or more, 13 TAC§7.76(g)(5))
Data recovery capability confirmed Inspected every image(example: "loth, "50th",etc.)
III.VISUAL REVIEW OF ELECTRONIC IMAGE ATTRIBUTES AND RELATED INDEXING("X"all quality control tasks performed).
❑ Documents correctly identified and filed in the correct folder
(Date MM/YYYY) (Quality Control Performed By)
❑ Pages in the correct order and none omitted
(Date MM/YYYY) (Quality Control Performed By)
❑ Images oriented in the same direction;skewed images adjusted
(Date MM/YYYY) (Quality Control Performed By)
No typographical or spelling errors in the indexing
(Date MM/YYYY) (Quality Control Performed By)
❑ Lossless archival format used (PDF, PDF/A or TIFF)
(Date MM/YYYY) (Quality Control Performed By)
COLOR SETTING: ❑ Black&White ❑ Greyscale ❑ Color
(Date MM/YYYY) (Quality Control Performed By)
IMAGE RESOLUTION USED: EJ 300 dpi 600 dpi (Date MM/YYYY) (Quality Control Performed By)
IV.CERTIFICATION SIGNATURE(Department Representative can't be the person who scanned/indexed/performed quality control on the images).
I, of
(Print Name of Department Representative) (Department/Division)
certify the information provided on this form is true and accurate and the creation,security,and maintenance of digital images meets the requirements
in accordance with Texas Administrative Code(TAC)§§7.74-7.76.
(Signature of Department Representative) (Date)
0 This form must be submitted to the RIM Office for ALL digital records created by scanning paper or film source documents.
0 Include this form with AFRD's(Authority for Records Destruction)submitted to the RIM Office to destroy source documents.
Form RM04.1 Rev 2018 November[1000-40(e)]