HomeMy WebLinkAbout2015-12-01; City Council; 22151; Agreement City and Metasource LCC Digitization, Scanning Services Development Related FilesCITY OF CARLSBAD-AGENDA BILL
AB# 22,151
DATE: 12/01/2015
DEPT.: CEO
APPROVAL OF AN AGREEMENT BETWEEN THE CITY OF
CARLSBAD AND METASOURCE, LLC FOR DIGITIZATION AND
SCANNING SERVICES OF DEVELOPMENT RELATED FILES
RECOMMENDED ACTION:
CITY ATTY.
CITY MGR.
Adopt Resolution No. 2015-298 , to approve an agreement between the City of Carlsbad and
MetaSource, LLC for digitization and scanning services of development related files.
ITEM EXPLANATION:
The city is currently undergoing two major technology implementations -Enterprise Content Management
and Energov Permitting and Licensing -that will greatly increase the availability of development related
information to the public. Recognizing that these new systems offer our community new opportunities to
engage with the city, the Community and Economic Development Department desires to make development
research a consistent and convenient experience.
There are currently thousands of historical development project files within the Community and Economic
Development Department that are not digital. This requires people to physically come to the city if their
project information has not already been scanned. Understanding which documents are and are not available
online is not easy to navigate today. Digitizing all the historical files and making them available publicly
through the city's Enterprise Content Management system will help the community do comprehensive
research from their home or office. In addition, staff time will be saved from researching inquiries on a case by
case basis because the relevant information would be available in one place and on-line.
The Community and Economic Development Department released a Request for Proposals (RFP) on
September 18, 2015 for qualified professionals in document imaging and management. The RFP requested
the services of a vendor to scan development documents currently stored/located at the City of Carlsbad
Faraday Center as well as historical files currently being stored with an off-site storage vendor. Responses
were due October 9, 2015 and the department received a total of 7 responses from firms throughout
California. A city evaluation team of community and economic development as well as records management
staff evaluated the responses and invited three vendors for interviews. After the interview process, the city
team all chose MetaSource because of their process-focused approach, cost effectiveness and client
references.
MetaSource demonstrated a strong focus on business analysis as part of the larger document lifecycle. Their
approach did not just look at scanning but centered the scanning and quality control as part of a larger
objective to provide quality information to city staff and the public.
DEPARTMENT CONTACT: Mike Peterson 760-602-2721 Mike.Peterson@carlsbadca.gov
FOR CLERK USE. ~ COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC D
DENIED D CONTINUED TO DATE UNKNOWN D
CONTINUED D RETURNED TO STAFF D
WITHDRAWN D OTHER-SEE MINUTES D
AMENDED D REPORT RECEIVED D
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They have strong experience in scanning development documents for local governments and their
current city clients such as the City of Riverside highlighted their success in working with MetaSource to
ensure the documents scanned seamlessly integrated with their content management software.
A detailed description of the vendor Scope of Services is included in the attached agreement.
FISCAL IMPACT:
The Community and Economic Development Department has sufficient funds in the FY 2015-16
operating budget to fund the first year of the agreement, not to exceed $200,000. The proposals
received by the city as part of the RFP process all quoted higher volumes than were originally estimated,
some more than double. Many of these responses were based on a walk-through with potential vendors
who viewed the city's inventory of files to be scanned.
The city will pay only for actual scanning costs according to the pncrng structure in the attached
agreement, not the cost estimate provided in the proposal. If the city is satisfied with MetaSource's
performance, the city will extend the contract for an additional year, will negotiate a new amount with
MetaSource for the second year and will incorporate the request in the FY 2016-17 budget to be
approved when Council adopts the FY 2016-17 budget.
ENVIRONMENTAL IMPACT:
Pursuant to Public Resources Code section 21065, this action does not constitute a "project" within the
meaning of CEQA in that it has no potential to cause either a direct physical change in the environment, or
a reasonably foreseeable indirect physical change in the environment, and therefore does not require
environmental review.
EXHIBITS:
1. City Council Resolution 2015-298
2. Professional Services Agreement with MetaSource, LLC
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RESOLUTION NO. 2015-298
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING AN AGREEMENT BETWEEN THE CITY OF
CARLSBAD AND METASOURCE, LLC FOR DIGITIZATION AND
SCANNING SERVICES OF DEVELOPMENT RELATED FILES
EXHIBIT I
WHEREAS, the City of Carlsbad is implementing a number of technology
upgrades that affect the development process and development related research; and
WHEREAS, the Community and Economic Development Department desires to
make development related research a fully digital experience, enabling the public to
conveniently search development documents from the comfort of their home or office; and
WHEREAS, a request for proposals for professional services was issued on
September 18, 2015 and total of seven (7) responses were received; and
WHEREAS, the city best value evaluation team rated MetaSource, LLC as the top
professional services provider based on their experience with local governments, focus on
business process and client references from other Southern California municipalities; and
WHEREAS, staff recommends that the professional services agreement with
MetaSource, LLC be approved for an amount not to exceed $200,000 for the first agreement
year; and
WHEREAS, sufficient funding is available in the CED operating budget for the first
agreement year; and
WHEREAS, the Community and Economic Development Department will request
any additional funding for any amendments to the contract in the Fiscal Year 2016-17 budget
cycle.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California as follows:
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1 . That the above recitations are true and correct.
2. That there is sufficient budget for the first agreement year, and additional
funding, if needed or required, will be incorporated in the FY 2016-17 budget.
3. That the Mayor is hereby authorized and directed to execute the professional
services agreement with MetaSource, LLC for digitization and scanning services.
1 PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council of the City
2 of Carlsbad on the 1st day of December 2015, by the following vote to wit:
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AYES: Council Members Hall, Blackburn, Packard , Wood, Schumacher.
NOES: None.
ABSENT: None.
ATTEST:
~~~
BARBARA ENGLESON ~ity Clerk
(SEAL)
4-A
AGREEMENT FOR SCANNiNG & DIGITIZING
MET ASOURCE, LLC
EXHIBIT 2
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TH IS AGREEMENT is made and entered into as of the I ?t day of ~..:£nA.bef , 2015, by and between the CITY OF CARLSBAD, a municipal
corporation, ("City"), and MetaSource, LLC, a Delaware limited liability company , ("Contractor").
RECITALS
A. City requires the professional services of a firm that is experienced in providing
digital scanning services.
B. Contractor has the necessary experience in providing professional services and
advice related to digital scanning services.
C. Contractor has submitted a proposal to City and has affirmed its willingness and
ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A", which is incorporated by this reference in
accordance with this Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill
customarily exercised by reputable members of Contractor's profession practicing in the
Metropolitan Southern California Area, and will use reasonable diligence and best judgment while
exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of one year from the date from the date
first above written. The City Manager may amend the Agreement to extend it for two additional
one year periods or parts thereof in an amount not to exceed $200,000 per Agreement year.
Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and
appropriation of funds by the City Council. The parties will prepare a written amendment indicating
the effective date and length of the extended Agreement.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement year will not
exceed two hundred thousand ($200,000). No other compensation for the Services will be allowed
except for items covered by subsequent amendments to this Agreement. The City reserves the
right to withhold a ten percent (10%) retention until City has accepted the work and/or Services
specified in Exhibit "A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
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6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished, but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty
(30) days for any tax, retirement contribution, social security, overtime payment, unemployment
payment or workers' compensation payment which City may be required to make on behalf of
Contractor or any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any balance
owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the
acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly
employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of
a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically
noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees
and volunteers from and against all claims, damages, losses and expenses including attorneys
fees arising out of the performance of the work described herein caused by any negligence,
recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or
indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or
makes to or on behalf of an injured employee under the City's self-administered workers'
compensation is included as a loss, expense or cost for the purposes of this section, and that this
section will survive the expiration or early termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property which may
arise out of or in connection with performance of the services by Contractor or Contractor's
agents, representatives, employees or subcontractors. The insurance will be obtained from an
insurance carrier admitted and authorized to do business in the State of California. The insurance
carrier is required to have a current Best's Key Rating of not less than "A-:VII". OR with a surplus
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line insurer on the State of California's List of Eligible Surplus Line Insurers (LESLI) with a rating
in the latest Best's Key Rating Guide of at least "AX".
10.1 Coverages and Limits.
Contractor will maintain the types of coverages and minimum limits indicated below, unless Risk
Manager or City Manager approves a lower amount. These minimum amounts of coverage will
not constitute any limitations or cap on Contractor's indemnification obligations under this
Agreement. City, its officers, agents and employees make no representation that the limits of the
insurance specified to be carried by Contractor pursuant to this Agreement are adequate to
protect Contractor. If Contractor believes that any required insurance coverage is inadequate,
Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense.
1 0.1.1 Commercial General Liability Insurance. $1,000,000 combined single-limit
per occurrence for bodily injury, personal injury and property damage. If the submitted policies
contain aggregate limits, general aggregate limits will apply separately to the work under this
Agreement or the general aggregate will be twice the required per occurrence limit.
1 0.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's
work for City). $1,000,000 combined single-limit per accident for bodily injury and property
damage.
1 0.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation
limits as required by the California Labor Code. Workers' Compensation will not be required if
Contractor has no employees and provides, to City's satisfaction, a declaration stating this.
1 0.1.4 Professional Liability. Errors and omissions liability appropriate to
Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be
maintained for a period of five years following the date of completion of the work.
City's Initials Contractor's Initials
D If box is checked, Professional Liability
Insurance requirement is waived.
1 0.2. Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
1 0.2.1 The City will be named as an additional insured on Commercial General
Liability which shall provide primary coverage to the City.
1 0.2.2 Contractor will obtain occurrence coverage, excluding Professional
Liability, which will be written as claims-made coverage.
1 0.2.3 This insurance will be in force during the life of the Agreement and any
extensions of it and will not be canceled without thirty (30) days prior written notice to City sent
by certified mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance
coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain
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the required coverages. Contractor is responsible for any payments made by City to obtain or
maintain insurance and City may collect these payments from Contractor or deduct the amount
paid from any sums due Contractor under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at anytime, complete
and certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the
Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and
any other documents created pursuant to this Agreement. Contractor will allow inspection of all
work, data, documents, proceedings, and activities related to the Agreement for a period of three
(3) years from the date of final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant
to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this
Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy
of the work product for Contractor's records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notices or to receive written notice
on behalf of City and on behalf of Contractor under this Agreement.
For City
Name Christie Marcella
Title Special Projects Manager
Department -=C-=E:.::D:....:Ac....:..=.d:.:..m:.:.:in..:...._ ____ _
City of Carlsbad
Address 1635 Faraday Avenue
Carlsbad, CA 92008
Phone No. 760-602-2732
For Contractor
Name Hal Redjai
Title Director, Business Development
Address 12894 S. Pony Express Rd., Ste. 700
Draper, Utah 84020
PhoneNo. 801-208-1100
Email hredjai@metasource.com
Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
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16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report
investments or interests in all four categories.
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations
which in any manner affect those employed by Contractor, or in any way affect the performance
of the Services by Contractor. Contractor will at all times observe and comply with these laws,
ordinances, and regulations and will be responsible for the compliance of Contractor's services
with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986
and will comply with those requirements, including, but not limited to, verifying the eligibility for
employment of all agents, employees, subcontractors and consultants whose services are
required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not otherwise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be forwarded to both parties
involved along with recommended methods of resolution, which would be of benefit to both
parties. The representative receiving the letter will reply to the letter along with a recommended
method of resolution within ten ( 1 0) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The
City Manager will consider the facts and solutions recommended by each party and may then opt
to direct a solution to the problem. In such cases, the action of the City Manager will be binding
upon the parties involved, although nothing in this procedure will prohibit the parties from seeking
remedies available to them at law.
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination. If City decides to abandon or indefinitely postpone the work or services contemplated
by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon
notification of termination, Contractor has five (5) business days to deliver any documents owned
by City and all work in progress to City address contained in this Agreement. City will make a
determination of fact based upon the work product delivered to City and of the percentage of work
that Contractor has performed which is usable and of worth to City in having the Agreement
completed. Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this
Agreement. In this event and upon request of City, Contractor will assemble the work product and
put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work
performed to the termination date; however, the total will not exceed the lump sum fee payable
under this Agreement. City will make the final determination as to the portions of tasks completed
and the compensation to be made.
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21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that
Contractor has not paid or agreed to pay any company or person, other than a bona fide
employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration
contingent upon, or resulting from, the award or making of this Agreement. For breach or violation
of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion,
to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the
fee, commission, percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must
be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation
of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is
submitted to City, it may be considered fraud and Contractor may be subject to criminal
prosecution. Contractor acknowledges that California Government Code sections 12650 et seq.,
the False Claims Act applies to this Agreement and, provides for civil penalties where a person
knowingly submits a false claim to a public entity. These provisions include false claims made
with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to
recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a
false claim may subject Contractor to an administrative debarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement for
a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is
grounds for City to terminate this Agreement.
23. JURISDICTIONS AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right
or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the
County of San Diego, State of California, and the parties waive all provisions of law providing for
a change of venue in these proceedings to any other county.
24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor
and their respective successors. Neither this Agreement or any part of it nor any monies due or
to become due under it may be assigned by Contractor without the prior consent of City, which
shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along
with the purchase order for this Agreement and its provisions, embody the entire Agreement and
understanding between the parties relating to the subject matter of it. In case of conflict, the terms
of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions
may be amended, modified, waived or discharged except in a writing signed by both parties.
26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of
Contractor each represent and warrant that they have the legal power, right and actual authority
to bind Contractor to the terms and conditions of this Agreement.
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CONTRACTOR: MetaSource, LLC,
a Delaware limited liability company
By ~r:Jfli!?
(sign here)
Adam Osthed, President and Secretary
(print name/title)
By:
Randy Powell, Vice President and Treasurer
(print name/title)
CITY OF CARLSBAD, a municipal
corporation of the State of California
. ". . '//I) II . . (/~ By ~
-Gil)' '1t;~ Major"orOii<isioR Direeter
as outl9orized 13y· tl9e City 1\Aanag@r
ATTEST:
City Clerk
If required by City, proper notarial acknowledgment of execution by contractor must be attached.
If a corporation, Agreement must be signed by one corporate officer from each of the following
two groups.
Group A
Chairman,
President, or
Vice-President
Group B
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CELIA A. BREWER, City Attorney
BY;tzl,.f-~ Assistant City Attorn y
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Exhibit "A"
Scope ofWork
MetaSource will scan, digitize and index development related documents located in the City of Carlsbad
Faraday Center. These include documents currently onsite at the Faraday Center and those that will be
brought to the Faraday Center from an offsite facility.
Design Phase
MetaSource will request and gather detailed project specifications from the City. From that information
a project plan will be developed and reviewed with the City. The City signs off on the project plan and
MetaSource begins programming. In order to get documents into production expeditiously, MetaSource
will complete the design phase in three separate processes: building, land development engineering and
planning. Meta Source and City staff will complete the design phase for one business group and then
once documents are tested and in production, will move on to the next group for design. Design will
include integration with the City's HPRM Enterprise Content Management System to ensure that
documents scanned will upload into the City's software without any issues.
The design phase will also include development of the business requirements documentation.
MetaSource and the City project team will establish a mutually agreed upon Business Requirements
Document (BRD). The BRD is intended to serve as a reference for MetaSource production staff when
questions or issues arise during daily work activities. The BRD lists the business rules and associated
business and technical requirements that MetaSource must comply with in order to meet its contractual
requirements with the City.
When a question or issue arises within a standard workday, the BRD should be able to provide
appropriate guidance to MetaSource for taking City approved action to reach a resolution. MetaSource
staff should be able to refer to the image conversion process step to determine the requirements and
proper course of action. Finally, the BRD serves as a common understanding between the City and
MetaSource. The City may also use the BRD as a reference to ensure that agreed upon services and
requirements are being met.
Test, Pilot and Ramp-Up Phases
Once MetaSource has programmed the design in accordance with the project plan and requirements,
testing will begin. Upon completion of MetaSource's internal end to end testing, a client test plan is
begun to uncover any business rules not provided to MetaSource or to identify any misinterpretation of
rules. Once the test plan is complete, the pilot phase begins. The pilot phase, when possible, is typically
one or two days of live work at low volume to verify that all necessary steps are being taken to ensure
accurate and timely processing of client data. The final phase of project implementation is the Ramp-up
phase. Ramp-up schedules are set with the client based on volume availability and need. Typically, the
schedule will follow an exponential curve, where volumes start at low levels, then increase rapidly to full
volume. Should a document or file be needed by the City while in the custody of MetaSource, City staff
will request the information from MetaSource. MetaSource will make a digital copy and send the
document electronically to the City. The tentative project ramp schedule is as follows:
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Pallet number
Inventory date
Shipping date
MetaSource will send the inventory list to the designated CEO staff.
3. Transportation Preparation
MetaSource will secure the boxes in an appropriate manner based on the volume of the shipment,
to include palletizing and wrapping with shrink wrap for shipping, if applicable. Pallets/boxes will
be transported to MetaSource Southern California facility.
4. Transportation of files
MetaSource will secure a transportation channel to relocate pallets to a Southern California facility.
The boxes will be loaded into an appropriate sized vehicle and a serialized seal will be utilized to
secure the shipment. The serialized seal information will be communicated to the receiving team in
the Southern California facility. Once the truck arrives, the seal number will be validated and
inspected prior to opening the trailer. Any evidence of tampering will be communicated and
remediated.
5. Box and Electronic Inventory file Intake/Reconciliation
The City will supply an electronic reference file that will contain file numbers and any other
information that is available, if applicable. This includes information from the City's permitting and
records management software systems. MetaSource will load this information into a reference file
for validation and indexing purposes.
The MetaSource generated inventory list will be loaded into MetaSource Tracking System. The file
numbers will be validated for accuracy using the reference file provided by the City. Any
discrepancy will be reviewed and corrected in the inventory information. Boxes will be checked-in
to the system by scanning the box numbers and confirming receipt of the physical box. Each box
will be processed in a single electronic batch. A batch level barcode page and a barcode page for
each file will be produced. The set of separator sheet containing the file number information will
be paired with each box.
6. Pickup and Transportation
Pickup & Delivery schedules will be arranged by agreement between the City and MetaSource.
MetaSource will store files to be scanned and digitized at no additional expense to the City. All
material handling will be performed by MetaSource employees. MetaSource maintains currently
mandated insurance levels as required by the City. All MetaSource personnel will have appropriate
ID badges at all times.
For each Pickup/Delivery, the couriers will have the appropriate manifest identifying items being
delivered or picked up. Multiple copies will be included as to allow for a copy to be left with the
location(s) with whom the Pickup/Delivery is assigned.
The courier will log all items being picked up and affix appropriate box ID labels as needed. For
deliveries, the courier will confirm with City designated staff all items listed on manifest are present
and accounted for.
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7. MetaSource Facility Intake Process
MetaSource maintains secure facilities in Corona, CA and a new state-of-the-art facility in Anaheim
Hills, CA. The facility is monitored by 24-hour video surveillance and alarm. Facility access is limited
to authorized personnel during business hours. Visitors sign in when entering our facility. Our
building is a free-standing pre-cast concrete structure. We have no common walls with any other
structure. Video surveillance covers perimeter and interior. We are located Yz mile from the Corona
PD and a fire station.
When City material arrives at a MetaSource facility they will be immediately unloaded and verified
against the pick-up slip. Discrepancies will be documented, at which time the production manager
and or the City will be notified based on established and documented chain of custody, and
appropriate steps will be taken to resolve any discrepancies.
Documents will be transferred to the staging area after intake. Documents remain in the staging
area until the production manager schedules them to be transferred to appropriate stations. Once
the documents enter into the conversion job step process, daily log sheets identify the progress and
location of media. At the completion of the conversion process, the documents are transferred to
the appropriate disposition storage area.
8. Inventory of files.
MetaSource will inventory all files. Each file number will be entered into an inventory file according
to the individual specifications ofthe application. MetaSource will send the inventory list to the City
designated staff member.
Upon completion of the inventory process, the source documents will be inspected to determine
prep requirements, which are based on size (Small Document and Wide/Large Document). If jobs
contain small document and wide/large format documents, appropriate targets are generated
linking the correct document types/files together.
9. Document Preparation
City staff will prepare project files by removing documents that should not be scanned or digitized.
MetaSource document preparation staff will remove pages from fasteners, remove all staples,
repair any damaged pages, small pages will be taped to a larger sheet, as needed. Some pages may
require photocopying to repair badly damaged pages or thin pages. Any folded documents will be
straightened. Longer non-standard pages will be split to accommodate scanning.
The batch barcode sheet will be placed before the first file of the box. The file barcode sheet will be
placed at the start of each file. Any file found that does not have a file barcode sheet will be
identified as an extra file. The inventory list will be updated and flagged as an extra file and a
barcode sheet will be produced and inserted. Any extra file sheet will indicate a potentially missing
file. Any missing file will be validated by a superior and flagged in the inventory list. Any
discrepancies will be communicated to City staff.
MetaSource will insert a barcoded section identifier sheet in place of the section divider in the file.
This sheet will be used to split the file into section that will be used to create the Bookmark in the
final PDF output.
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Any poor quality page/document will be flagged with a "Poor Quality Original" identifier. This is
normally a stamp on the page or a sheet preceding the page or document.
These document prep procedures will be utilized for both standard size and large format
applications.
For applications that contain large format drawings mixed with standard document, the drawing
will be replace by a serialized barcode sheet. A copy of the same serialized barcode sheet will be
attached to the drawing and routed to an appropriate scanner. The image of the drawing will be
electronically inserted back in the file after both the file and the drawings are completed.
lOa. Document Scanning-Small Documents
The scan operator will perform a general cleaning ofthe scanner optic and paper track at the start
of the day. On-going scanner maintenance and cleaning will also be performed daily in order to
ensure against image depravation due to equipment malfunction. Each batch/box will be given to a
scanner operator.
Upon completion of document preparation and intake, the files will be staged for scanning. All
physical paper will be scanned in duplex format (Front & Back captured at one pass). The pages will
be scanned to a 300 DPI Bi-tonal single page Tiff image (output as PDF during export). All scanned
images will be a mirror representation of the original.
MetaSource will be using Scan Optics 50-240 scanners. The 50-240 scanners are a high speed
scanner 240PPM, which uses vacuum suction to hold the pages on a belt driven transport. This
allows for the protection of the pages against jams and tearing of pages, as historically seen in roller
driven scanners. The vacuum transport also ensures against double feeds and folded pages. 50-240
will be set to scan all pages in duplex mode capturing both sides of the page in a single pass. The
back sides of the pages are evaluated for blanks. Any blank image that fits the criteria (through
threshold settings set-forth during testing) will be discarded.
The images are displayed during the scanning process. The MetaSource scan operator will review
the images as the pages are scanned. In the event of a scanning issue, the scan operator will stop
the scanner and make any adjustments necessary to ensure the best quality images. After scanning,
the files will be placed in the original box in the order received. The boxes will be placed in a
designated area until such time that the electronic batch processing of the images is completed
through the QC process. Once electronic batches are delivered to SAIF, the boxes will be staged for
final disposition.
lOb. Document Scanning-Wide I Large Format
Upon completion of document preparation and intake, the files will be staged for scanning. Prior to
any scanning, documents will be reviewed to establish baselines and proper scanner settings. Large
Format scanning is performed on a WideTEK scanner. Large Format documents are scanned in the
order they are found in their original configuration. The images are displayed during the scanning
process. The MetaSource scan operator will review the images as the pages are scanned. In the
event of a scanning issue, the scan operator will stop the scanner and make any adjustments
necessary to ensure the best quality images. The post-scanning process is the same as with small
documents in section lOa, above.
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15. Quality Assurance
MetaSource will perform an "Image to source document" review of images. Any error found will
be logged and remediated. MetaSource will utilize this information to make any adjustment to the
procedure and/or systems to ensure the soundness of the overall process.
MetaSource will evaluate the findings, to create a corrective action plan through operator re-
training or system enhancements. MetaSource will communicate any correction actions plans to
the City designated staff member.
MetaSource will also utilize the findings to calculate and report the quality against Service Level
Agreements (SLA). All SLAs will be developed in the design phase of the project to meet or exceed
the City's established baselines for quality. The Quality SLA results will be tracked for historical
review and ensure that the process improvement goals are met.
The QA log and reporting will include the following:
Root Cause Analysis (RCA), if applicable
Quality category (Scan, prep, system component, etc.).
Description.
Processing date.
QA Operator name.
Operator(s) responsible for the defect.
This report will also contain any feedback received from the City. The Quality Log/report will be
reviewed with the City designated staff member on an ongoing basis.
16. CED Review and Acknowledgement
City and MetaSource will agree on a return schedule of original documents until such time that is
mutually agreed upon where MetaSource does not need to return all originals. Upon receipt of the
hard drive from MetaSource, the City will review the delivery and provide an acknowledgement of
receipt and any discrepancies found. Any discrepancies reported will be corrected and re-
submitted. Any error reported that impacts the original report, will be updated and re-submitted
to ensure data accuracy. At this time City will upload data into the HPRM system. Any issues with
uploads will be communicated to MetaSource to identify and rectify issues.
17. Destruction of Records
MetaSource will retain the hard copy originals up to six months after City acknowledgement at no
additional cost unless a different timeframe is mutually agreed upon by City and MetaSource. Upon
acknowledgement from the City of a successful upload to the City's HPRM system and no issues
with any ofthe digital images delivered, MetaSource will send the City a request to destroy the
originals. Upon approval, MetaSource will destroy originals and provide City with a Certificate of
Destruction clearly outlining what was destroyed and in accordance with records management best
practices.
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The following quality control and methodologies will be used on all documents scanned and digitized
throughout the life of the project
Quality Control
MetaSource helps clients transform their business processes and accelerate business performance. Due
to the importance of the mission-critical business processes and services provided to our clients, it is
imperative that the quality of our services is the core guiding principle of all of our operational processes.
The following guiding principles drive our quality initiatives.
• At MetaSource, applying our quality methodologies is part of our continuous improvement
process, visible process that is supported by our lean Six Sigma approach.
We constantly strive to exceed our clients' requirements and expectations.
We integrate our quality system into every aspect of our production methodologies through the
leadership and commitment of our managers and through partnership with our clients.
We recognize that our company's success is highly dependent upon the skills, abilities, and
training of our staff members, as well as our abilities to proactively retain highly-skilled
employees.
We want all of our associates to actively pursue our quality objectives, and encourage them to do
so through our pay-for-performance program.
• We communicate our quality philosophy and our progress toward total quality to all levels
throughout our organization.
• We set high standards for all our processing components.
We encourage team work and communication, and recognize innovation, achievement, and
leadership.
Strategic Quality Objectives
MetaSource takes great care in ensuring all solutions and deliverables are met to the satisfaction of our
clients. We have developed an enterprise-wide Quality Management System (QMS), which includes
development strategy (Quality Planning), the application (Quality Assurance) and the methods (Quality
Control) that are applied to our operational environment, systems, and workflow to ensure that the
following quality objectives are met.
1. Standard, documented procedures are in place to ensure we meet or exceed client, regulatory,
and third party requirements.
2. Systemic problems are eliminated through constant review and improvement of processes and
procedures.
3. Methods of measure are consistently utilized to assess performance and compare that
performance to objectives and expectations.
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4. Monitored controls and audit systems are in place to ensure daily compliance to standard
procedures.
5. Robust and active root cause analysis and corrective action methodology are utilized in response
to measures that deviate from plans.
6. A quality culture is developed, in which every employee realizes the benefits of quality.
7. Strengthening our capabilities by anticipating client and employee needs and requirements.
Continuous Improvement Through Six Sigma
MetaSource's continuous improvement program, promoted by executive management throughout our
company, is based on Six Sigma principles and ensures that our internal processing and client services are
subject to constant monitoring and enhancement. Our adherence to Six Sigma methodologies is a long-
term, proactive program that enables MetaSource to streamline operations and eliminate defects -
ensuring our ability to produce high-quality output with a focus on client impact. While traditional quality
improvement programs center on detecting and correcting defects, our platform encompasses a broader
approach that aligns our business processes with our clients' requirements. Six Sigma ensures sustained
gains & improvements for both MetaSource and our clients, including systematic problem solving,
reduction of incidents, better decision making, and built-in support of our corporate vision and values.
For each client project, MetaSource develops specific and comprehensive auditing processes for error
reduction and the incorporation of quality performance methodologies. We utilize Six Sigma tools to
identify problematic areas, with root cause analysis for process improvements. We then establish
timelines and key metrics for baseline trending to monitor & validate the implementation of improvement
initiatives. Managers also establish control plans and analyze quality performance reports to maintain
those improvements. Quality performance reports are developed on a daily, weekly, and monthly basis.
Six Sigma assists us in the measurement and elimination of defects and variation through DMAIC, a
cyclical, data-driven strategy that ensures we listen to the 'voice of the client' and that the quality of our
processes is consistent and reliable. DMAIC is an acronym for five interconnected phases: Define,
Measure, Analyze, Improve, and Control. Each phase is critical to ensure the best possible quality
outcomes.
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6) Utilizing ITIL and agile application development best practices to ensure proper infrastructure
setup and high system availability; and
7) Adhering to Six Sigma quality principles to proactively eliminate defects and sustain
improvements.
All preventive actions and decisions are fully documented and presented to our clients during regularly
scheduled status meetings. The following chart includes a sampling of MetaSource's proactive error
reduction components.
Image Quality
The Use of Industry Leading Technology
MetaSource has implemented a state of the art scanning equipment as standard operating platform to
provide increased throughput, lowered production costs, and enhanced quality for our clients.
Recognized as the most efficient and highest quality scanning systems within the industry, our
equipment can handle documents of varying sizes and quality. The scanning software is an advanced
application that, among other capabilities, reviews each image as it is captured for overlap, skew, etc.,
and automatically flags document exceptions for immediate correction -resulting in significantly less
rescans downstream in the Quality Control process.
Pre-Scanning Document Examination
Prior to actual conversion, source media is examined and appropriate scanner contrast settings
established that provide the highest overall image quality. As the document pages are scanned, random
images are visually checked by trained scanning operators, and if image quality is not acceptable, scan
system adjustments are made and documents are re-scanned.
Equipment Maintenance
• Each scanner is completely cleaned during each shift, eliminating dust from the scanning
environment.
• Feed mechanisms are inspected on a daily basis and cleaned periodically.
• Bulbs and mirrors do not come in direct contact with fingers; they are cleaned using appropriate
cloth or brushes accordingly.
• Maintenance logs are kept all machines. Equipment and specific parts are replaced prior to
reaching the recommended useful life expectancy.
• Problem logs are kept tracking aberrations in the system to predict possible equipment
problems or failure.
• MetaSource maintains full service contracts with the manufacturers authorized service entity,
and formal preventative maintenance is performed quarterly and prior to any major expected
volumes.
Post-Processing Image Enhancement
-/ MetaSource performs the following automated image cleanup processes to ensure high
quality image output: orientation correction, de-skewing, de-speckling, blank page
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recognition and removal (based upon predetermined pixel counts), background smoothing,
cropping, and contrast adjustments.
Indexing and Document Classification Quality
Software Design
Software design includes numerous field edits and prompts (based on technical field specifications) to
improve accuracy at the point of data capture.
Fields with required field lengths per client specifications are programmed such that the
indexer must enter the data value at the required length, or the data will not be accepted.
Data entry software is programmed with edits that alert operators to possible or recognized
character errors.
When applicable, indexers are provided drop-down selection boxes to minimize keying errors.
The system, based upon Document Type identification and specified business rules, initiates
unique verification edits, industry standard and client-specific validation tables, systematic
edits and messages, and reference files.
Based upon cursor location, operators receive data screen messages displaying field name to
allow easy association with the data to be captured for the field.
Cursor positioning enables MetaSource operators to access to field-specific business rules via
online help information. We develop help file content jointly with our clients to ensure that
business rules are complete, exact, and correct.
As data entry operators progress from field to field, they receive field level messages and/or
audible tones to direct their attention to specific field requirements.
Any fields that cannot be completed due to incomplete, missing, or invalid data are processed
in accordance with client requirements. We can systematically fill non-critical fields with
default values; have the operators refer to another field for the data, or mark the document as
non-keyable if the data is of a critical nature.
Double-blind keying may also be utilized to achieve required accuracy levels. Two individual
operators key the same data, and non-matching records are placed into a queue for verification
by senior QA associates.
Data Integrity Checks
MetaSource integrates extensive data integrity checks into our production platforms prior to export of
data and images to clients based on individual client business requirements. On a field by field basis,
this may include details such as whether punctuation may be included in a field, data assimilation to
ensure consistent capture of certain pieces of information (for example, is "street" captured as St, st,
St ., street, etc.) and specific field formatting such as the format of dates in a date of birth field.
Additionally, when building client export files, MetaSource develops extensive validations to ensure
that created export files comply with established file formats, that all required fields and any relevant
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default field values are applied, and that all image and data files are compiled and prepared for export
properly according to client business rules.
Full Training and Selective Re-Training
All MetaSource employees are required to undergo extensive general training including topics such as
security and business ethics as well as client-specific training prior to being assigned to process
incoming work, especially important for indexing, data capture, and doc typing tasks. Training is tracked
by the Training Manager and includes completion of all components with pass/fail status. Throughout
each contract, MetaSource's quality control and pay for performance systems capture extensive
metrics regarding each employee's work quality performance trends and re-training is completed based
on this timely and customized data to ensure each employee is performing in accordance with client
service level agreements.
Tracking and Monitoring
End-to-End Custody
MetaSource utilizes a nationally adopted tracking system, similar to Fed Ex, through which we account
for each document -from time of pick up at client locations to delivery of image and related metadata.
This system, serving as the central management platform for all client documents, tracks documents
by original Document Control Number (DCN), and provides clients with a detailed audit trail and
lifecycle reconciliation through all production events-such as receipt, scan, document
classification/indexing, QA, and transmission (transmission tracking is also supported by the use of an
acknowledgement file [ACK) to guarantee delivery).
By accessing the data within this system, MetaSource and our clients can identify the physical and
electronic locations of all documents throughout production. Each document's unique DCN key (stored
in the database) is associated with captured document indices and doc type. End-to-end custody and
accountability is accomplished by maintaining every image in a database and tracking whether the
specific image has been exported to the destination.
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Tracking & Reporting of Non-Conformance
Performance Measurement and Reporting
MetaSource's production platform captures all document statistics electronically and rolls them into daily,
weekly, monthly, or other to-date reports as required. The platform serves as the central management
platform for MetaSource management staff to track all Service Level Agreement parameters. The detail
captured enables MetaSource to track and measure the quality and efficiency of our production associates
-an essential part of both our pay-for-performance system and employee advocacy commitment. Our
incentive-based programs provide a win-win situation for both our clients and MetaSource; staff is
rewarded for producing high-quality output that meets all client requirements.
Production rates and quality data at the individual employee level are rolled up into performance and
measurement data by task and job. This information generates a bell curve of production and quality rates
that is used to baseline historical data and quality analysis. The system drives employee productivity
through setting performance targets, measuring productivity against targets, and rewards employees who
exceed standards.
Our platform also solves many of the issues with simple piece rate measurement systems, by allowing
MetaSource to:
Fairly measure tasks that vary in difficulty;
Account for downtime outside of employee control;
• Account for new employee training time;
Account for labor laws around overtime, etc.;
Plan and build a quality management plan from measure to control; and
Implement quality sampling and equitable error weighting criteria.
And, in support of continuous process improvement program, the platform can quickly identify
quality/production level variances and highlight areas requiring additional employee training,
management input, or other corrective actions. We utilize these captured performance metrics to
measure actual quality performance against client SLA specifications.
Internal Auditing and Sampling
Based upon processing steps and accuracy levels required (e.g., image quality or data capture accuracy
percentage), we establish client-specific internal auditing programs that are tailored and adjusted
according to Service Level Agreements. Utilizing Six Sigma methodologies, we perform random sampling
with adequate sample size and confidence intervals to maintain a predictable margin of error relative to
population accuracy percentages. The sampling process is modified forfocus audits on specific individuals,
tasks, fields of information, type of documents, etc., as appropriate. As one example, new-hire employees
are immediately 100% audited until such time that they achieve accuracy rates above established Service
Level Agreement thresholds, after which personal auditing percentages taper off as experience and
performance stabilize.
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Data captured from internal audits is maintained and root cause analysis of all error data accumulated,
daily, weekly, and monthly. This quality audit data is reported to our clients to review:
Overall accuracy percentages;
Concerning trends;
• Action plans established to mark baselines; and
• Observance of any shifts in performance measurements.
It is important to note that internal auditing and sampling is conducted pre-transmission, and errors
corrected prior to the delivery of data. The result and accuracy percentages calculated from our internal
audit program would not necessarily equate to the accuracy percentage delivered to the client. They do,
however, provide valuable trending data, as well as the identification of additional training program
requirements, the clarification of client processing rules, or individuals needing additional development
efforts.
Output Auditing and Sampling
MetaSource also performs output (post-transmission) Quality Assurance activities. Similar to our internal
(pre-transmission) audit, we perform random sampling with adequate sample size and confidence
intervals to maintain a predictable margin of error to accurately infer population statistics. Errors are
trended and categorized to provide root cause analysis and assist in developing any action steps for
improvement. This auditing sample is utilized as the final accuracy percentage data which is delivered to
our clients.
Implementation of Corrective Action
MetaSource summarizes any identifiable error patterns on a weekly and monthly basis and utilizes Six
Sigma tools to identify problematic areas, with root cause analysis for process improvements. We then
establish timelines and key metrics for baseline trending to monitor & validate the implementation of
improvement initiatives. Managers also establish control plans and analyze quality performance reports
to maintain those improvements.
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Incremental Schedule of Payments
City will be billed for actual scanning costs according to the pricing structure below. MetaSource will
invoice the City monthly.
Prices are inclusive of the following: On-site Boxing offiles (including Boxes, shipping materials),
transportation, preparation, scanning, indexing (data entry), PDF bookmark output, transfer media, and
Box delivery back to CEO.
Assumptions:
A two-sided standard size page is equivalent to one image.
Indexing will occur on a document (not image) basis.
Should the City and MetaSource agree that additional programming or software development services
are needed, those services will be billed on a time and materials basis at a rate of $175/hour.
"Item Price per item
Standard size Pages; Letter, legal and 11 x 17 sized pages (per image)
Black and white scanning $ 0.032
Grayscale I color scanning $ 0.032
Large format pages (per image)
Black and white scanning $0.54
Grayscale I color scanning $0.54
Indexing documents (per Image) $ 0.09 Per Document
Pickup and Delivery No Charge
DVD I Flash Drive I External Hard Drive No Charge
Flash Drive/ External HD exchange I
rotation
Other (detail separately)
On-site packing of files from shelves. No Charge
Image output-PDF Bookmark No Charge
Document OCR No Charge
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