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R-1219 - 12/11/2012 - CONTRACTS - Resolutions RESOLUTION 2012-VC-DOCIMG-AG-EX-R-1219 A RESOLUTION ACCEPTING A PROPOSAL AND AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH MICROSYSTEMS, INC. FOR DOCUMENT IMAGING, STORAGE, AND DESTRUCTION SERVICES WHEREAS the Village of Oak Brook ("Village") is a municipality organized under the laws of the State of Illinois; and WHEREAS, the Illinois Local Records Act, 50 ILCS 205/1 et seq. ("Act'), sets forth the obligations of municipalities and other units of local government to preserve public records and make them available for public inspection; and WHEREAS, to comply with the requirements of the Act the Village desires to procure document imaging, storage and destruction services ("Services"); and WHEREAS, on November 28, 2012, the Village issued a request for proposals to provide the Services ("RFP'), which RFP is attached hereto as Exhibit A; and WHEREAS, before the RFP deadline, the Village received six proposals to provide the Services in response to the RFP, including a proposal from Microsystems, Inc. ("Proposal'), which Proposal is attached hereto as Exhibit B; and WHEREAS, Microsystems, Inc. ("Microsystems"), was a responsible and responsive proposer to provide the Services; and WHEREAS, the Village desires to accept the Proposal from Microsystems to provide the Services; and WHEREAS, the Village and Microsystems desire to enter into and execute an agreement for Microsystems to provide the Services, as more fully described, and at the rates set forth, in the Proposal ("Agreement'); and WHEREAS, the President and Board of Trustees have determined that it is in the best interest of the Village to accept the Proposal and enter into the Agreement in a final form and substance to be approved by the Village Attorney; NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows: Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook. Section 2: Acceptance of the Proposal. The President and Board of Trustees hereby accept the Proposal from Microsystems to provide the Services. Section 3: Authorization and Execution of the Agreement. The Village Manager and Village Clerk shall be, and hereby are, authorized to execute the Agreement on behalf of the Village, but only upon approval of the Agreement as to form and substance by the Village Attorney and the Village Manager. Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and approval in the manner provided by law. [SIGNATURE PAGE FOLLOWS] Resolution 2012-VC-DOCIMG-AG-EX-R-1219 Accepting a Proposal and Authorizing an Agreement for Document Services APPROVED THIS 11th day of December, 2012 Gopal G. almalani Village President PASSED THIS 11th day of December, 2012 Ayes: Trustees Aktipis, Manzo, MoX, Wolin, and Yusrnf Nays: None Absent: Trustee zanni c ATTE T: Charlotte K. Pruss r, �MyR x Village Clerk � e 4 M k �.5 cr4 o � 2 EXHIBIT A REQUEST FOR PROPOSALS Resolution 2012-VC-DOCIMG-AG-EX-R-1219 Accepting a Proposal and Authorizing an Agreement for Document Services EXHIBIT B PROPOSAL 4 Microsystems, Ince Scanning, Microfilming, and Storage %\* December 4 2012 10, Ms. Rania Serences Purchasing Clerk Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523 Dear Rania, We are pleased to submit our proposal for the RFP for Document Imaging, Storage and Destruction Services. Company Information Microsystems, Inc. has been in business since 1957 and services over 650 active accounts all throughout the Midwest. We are a very large records management service bureau located in Northbrook Illinois. Our services include document and film scanning, microfilming, archive writing, box record storage and document shredding. We employ 30 full time employees and 15 temporary employees. Our sales are roughly 3M per year. We have converted over 1.8 BILLION pages to a micrographic or electronic media for our customers. Village of Oak Brook RFP Microsystems, Inc. is positioned as a full service Service Bureau capable of providing all of the services requested by The Village. Your sales rep and main contact will be Chris Ripkey, Vice President of Microsystems, Inc. Any department who needs scanning, storage or shredding services will be visited and consulted by Chris to determine the exact requirements and best approach to handling their records. A job program will be set up at that time utilizing the exact per unit pricing in this RFP. Attached documents: Confidentiality, Quality Assurance,Resumes & Pricing detail Rania, you are familiar with the type of service we provide and our attention to communication and customer service. Hopefully the competitive pricing for the type of service we pro ide will allow us o earn your business! Sincere , Chr' ip Microsystems, 847/205-1986 x 13 ® T-E'" C. Proposal In compliance with this Request for Proposals, and subject to all conditions thereof, the undersigned offers and agrees, if this proposal is accepted, to furnish the services as outlined herein and as contained in the Scope of Services for the Village of Oak Brook at the amount indicated, subject to modification through negotiations. Document Imaging Services (� 7 S►�/ t,t. 1) Document Preparation (per sheet) $ . ll 2 Document Scanning (p er sheet) $ • ®3�5-- Cc U EQ5 Iz4e 0 ®1 3) File Indexing $ • 0©5 Qum 0E"g5 izov< 4) File Storage to DVD $ � 5) File Storage to Village Network Server $ �'� 6) Storage to Encrypted Hard Drive $ 7) System Integration $ nt Storage Services u Docume g 1) Document Storage (per box/per year) $ "( y 2) Document Preparation (per sheet) J A 3) Box (per box or per boxes; !o C!� per Go)4 + U P 5 please include size) $ J t n 4) Box Indexing $ • i ® pie ce 5) Box Pick-Up (standard) �7zv 5 I°� Cho 6) Box Pick-Up (same day) 3?, LU 5 7) Box Pick-up (rush) 44 Lr✓j (' � " 2 8) Box Delivery (standard) 9) Box Delivery (same day) 10) Box Delivery (rush) $ Continued on next page V�I f'I CPS; 9iJ) 6AZ UPC" f LA C— ME/J 7 P�� 1 JAJ C7 t- VO r tad L-0/-�S VJ® Page 11pp � P *� "+L-)/&y Document Destruction Services �r �� � 3o L5, Go � (per box) � L'���,t �� Document Destruction Services P (per 64-65 gallon recycling cart _ 4f I,vi�`'I U! with lockable lid) $ fl--� ��-� ---�-- T % Increase (if any) for 2nd year of contract for all services Increase (if any) for 3rd year of contract for all services % Increase (if any) for 4`h year of contract for all services % Increase (if any) for 5th year of contract for all services Firms are permitted to submit alternative proposals. Any deviations from the specification must be submitted in writing on a separate sheet, included with the proposal, and indicated on the proposal sheet. Additional Proposal Included Yes No Firm Name: l y\ C N c Address: (02� � �C_� City, State, ZIP: r CZO0 Signature: (� Name Printed: Title: Telephone: 7LS I Ire,,' I Date: If a Corporation: ATTEST: --- S r Page 12 I Microsystems, Inc. - Scanning, Microfilming, and Storage PRICING DETAIL — VILLAGE of OAK BROOK Document Imaging Services 1. $.021 per sheet for 11 x 17 and smaller NOTE: Prep of oversize is $.10/sheet 18x24 and larger 2. $.035 per sheet for 11 x 17 and smaller NOTE: Scanning of oversize is $.60/sheet 18x24 and larger 3. Indexing is based on $.005 per keystroke and will be used to figure a per field price. Example a SS#will be at $.05 per SS# 4. A DVD can hold 80,000+pages 5. We can import into virtually any system and will work with your IT dept.to create the correct path for easy import—N/C. 6. Hard Drive supplied by The Village—N/C. We will work with the IT dept. to set up the proper categories for us to supply images and data for easy import—N/C. Document Storage Services 1. $3.20 per box per year (This is based on 1.2 cubic foot boxes) 12Wx10Hxl5D 2. No prep is needed for this phase. If a box is pulled from storage for scanning the charges above apply. 3. Sold in lots of 25. We can ship regular UPS for the best rate or deliver at N/C with a box pickup or delivery, 4. Index box 4 and destruction date typically. NOTE: Box descriptions imported electronically into database at N/C 5. Reduction of current transportation charges 6. Reduction of current transportation charges 7. Reduction of current transportation charges 8. Reduction of current transportation charges 9. Reduction of current transportation charges 10. Reduction of current transportation charges 11. This charge is for NEW boxes into storage only and includes verification, bar code placement, scanning and downloading ONE TIME CHARGE 12. Box requested—pull charge 13. Refile box charge A. Document Destruction charges $.08 per pound - SHREDDING NOTE: A typical 1.2 cubic foot box is 30 pounds or $2.40 per box B. 64-65 gallon recycling cart with lockable lid NOTE: We only offer a 96 gallon cart with lockable lid at$20 per cart ($75 minimum) includes pickup JAI S C-AA.5, ,�1�,e�. ^-A)4D/©rZ 0 trYL p I-T-i E-S 042- V I LL- 0. References Your Company Name: f V `� C (Please Print) The Proposer shall list five (5) current references with needs similar to the Village of Oak Brook for whom Proposer has provided comparable services. Please include company name, address, telephone number, year(s) employed by referenced firms, contact person, and type of work you performed for that entity. 1. Company Name/Municipality: V ��, �L c�� ®� Address: Vv Qvoje--t to o Phone: ( (D CK- Contact Person: S a N Type of Work and Date Performed: P Z SC)C\-N1J ON-- bv1N (-,- 2. Company Name/Municipality: Mob Mob Address: -MIL— Phone: Contact Person: L� Type of Work and Date Performed: _ 1" P � LA S 00t/" 0, 001 AJ1-:;) Page 13 3. Company Name/Municipality: UT ( 0;- �fl b 1 , cA AJ b ?)W Address: ! S-0 44A C - 09 0 Phone: ((�+7 Contact Person: 40 CA-AA Type of Work and Date Performed: oat- � 1' S [ 09 An 4. Company Name/Municipality: V 1 L,�(of-' s"Alij" ';�o-Q& Address: 1 (� 1 (2-D()Q � 0 I q J Phone: ( M711 CI 213 — 3 .970 (® Contact Person: t-- Type of Work and Date Performed: P �t t-A/N S eAAPJ �AJ�7 p /jo F)LN` q l 0 2ACO O 1 L 14(o= [�c 4ELG 5. Company Name/Municipality: � L �-- ® � � �� �N � Address: 70-1-3: 1 Phone: ( �3") i 7 Contact Person: S 1At-e, � S � � Type of Work and Date Performed: P�� �- L (�,C.A�AW IAJ y * FI LM SCfAvn1N IN U 7, f l (,,lib c O 0 2 ©�✓� �t�p Sc i► � V)L.L^-(g- 0f-- 6b AA gA4-ZD CQAQeQ SC�.Nvv 6 Q /I I e �_-1 r ^f", / . a n s — I + — J . .—.r CAA— 4w J A A J 1's E. Certification The undersigned, being first duly sworn an oath, deposes and states that he has the authority to make this certification on behalf of the proposer for the construction, product, commodity, or service briefly described as follows: "Document Imaging, Storage, and Destruction Services" (A) The undersigned certifies that, pursuant to Chapter 720, Section 5/33E of the Illinois Compiled Statutes, 1993, the bidder is not barred from bidding on this contract as a result of a conviction for the violation of State of Illinois laws prohibiting bid-rigging or bid-rotating. (B) The undersigned states under oath that, pursuant to Chapter 65, Section 5/11-42.1-1 of the Illinois Compiled Statutes, 1993, the bidder is not delinquent in the payment of any tax administered by the Illinois Department of Revenue. (C) The undersigned certifies that, pursuant to Chapter 775, Section 5/2-105. of the Illinois Compiled Statutes, 1993, the bidder has a written sexual harassment policy in place including the following information: 1. An acknowledgment of the illegality of sexual harassment. 2. The definition of sexual harassment under State law. 3. A description of sexual harassment, utilizing examples. 4. The contractor's internal complaint process including penalties. 5. The legal recourse, investigative and complaint process available through the Illinois Department of Human Rights and the Human Rights Commission. 6. Directions on how to contact the Department or the Commission. Thiskisiness firm is: (check one) Corporation Partnership Individual irm Name: AA I C R-0 S- EMAS 1�A) C-- Address: ���°� City, State, ZIP: T4 9 V_0v vl� �`" �� 0 �- Signature: © Name Printed: i - -1 � (Z 1 �� u Title: y r Telephone: (;_472 �� I q 5 t Date: I Z Z Page 15 f i ATTEST: AMOMIA, dc'. vaw SUBSCRIBED ANp SWORN TO WTARypUBUC.STATE OF LUNM before me this q day fMYOOMMS"DxpRES05M5 of 2G2 PW 20 Notary Public Page 16 i A. Sexual Harassment Policy MI CZ0 S I TNc,(Company Name) having submitted a bid/proposal for Document Imaging, Storage, and Destruction Services to the Village of Oak Brook, DuPage/Cook Counties, Illinois, hereby certifies that said Contractor has a written sexual harassment policy in place in full compliance with 775 ILCS 5/2-105(A)(4) including the following information: 1. An acknowledgment of the illegality of sexual harassment. 2. The definition of sexual harassment under State law. 3. A description of sexual harassment, utilizing examples. 4. The contractor's internal complaint process including penalties. 5. The legal recourse, investigative and complaint process available through the Illinois Department of Human Rights and the Human Rights Commission. 6. Directions on how to contact the Department or the Commission. 7. An acknowledgment of protection of a complaint against retaliation as provided in Section 6- 101 of the Human Rights Act. Each contractor must provide a copy of such written policy to the Illinois Department of Human Rights upon request. r By: Au oriz of Contr for Subscribed and sworn to befRre me thi day of�i�2C�rat , 2014--- aFFICIAI SEAL SOFIA PRICE NOTARY MUC•STATE OF UN AS MY CM&ISM E MS.-0Si09N5 Notary Public Page 17 Micro stems Inc Image Conversion Services and Systems 625 Academy Drive,Northbrook, Illinois 60062 Telephone: (847)205-1986, Fax: (847)205-5386 www.microsystemsinc.com Confidentiality Agreement I, Chris Ripkey, individually and on behalf of Microsystems, Inc. acknowledge that I have been provided access to proprietary, confidential document information relating to the business activities of The Village of Oak Brook. I agree that I will keep that information and any related data or reports strictly confidential and will not use or disclose that information at any time without prior written authorization of an official from The Village of Oak Brook. I will return all copies of any such data or reports in my possession to The Village of Oak Brook upon request. I agree to defend, indemnify, and hold The Village of Oak Brook, its clients, and their respective officers, employees, and agents harmless from and against any claims, lawsuits, damages, liabilities and expenses caused by my breach of this Agreement. Name Title �ZI �I1Z Date "Industry Leader In Quality and Service for over 40 Years" �n '`•� • - :,,,,, Microsystems, Inc. Scanning, Microfilming, and Storage 625 Academy Drive Northbrook,IL 60062 Phone(847)205-1986 Fax(847)205-5386 www.microsystemsinc.com SCANNING and ARCHIVE WRITING Quality Verification Processes by Department Page 1 of 3 Pickup and Delivery A signed transmittal receipt will accompany all.pickups and deliveries. The number of boxes, and detailed information regarding any transfer media will be clearly marked on all receipts for audit purposes. Incoming Stock/Verification Upon delivery, the signed transmittal receipt is used to verify the number of boxes received. Any discrepancies are handled immediately between customer service, the sales staff, and our client contact. All boxes are entered into our project tracking software. This software will allow for tracking of boxes through the many stages of production. Job Programs Microsystems sales staff is responsible for meeting with the clients and understanding all aspects of the project (job). These instructions are entered into our job management software. Each department has access to these instructions. A change in scope for a particular project will necessitate a change in the job program instructions, and automatic alerts will be sent to all production managers. Preparation The preparation manager will go over the detailed prep instructions with the prep operators before the start of each job. The operator is instnicted to bring all questions about the preparation of a project (i.e. document order, preparation instruction discrepancies) to the attention of the preparation manager. If a question does come up, the preparation manager will meet with sales/ customer service, and possibly the client contact to resolve any issues. If the customer provides a listing sheet detailing the contents of the boxes, these listings will be checked off and verified as preparation occurs. Again, any discrepancies are handled immediately between customer service, the sales staff, and the client contact. .mn . ,' Microsystems, Inc. Scanning, Microfilming, and Storage Microsystems, Inc. Quality Verification Processes by Department Page 2 of 3 Preparation (continued) Each box will be prepped into approximately 6 or so, 2-3 inch bundles. Each bundle will be rubber-banded and targeted with the bundle number, box number, and project number for easy re-assembly, or possible requests from the client. Scanning The scanning manager will go over the detailed scanning instructions with the scan operator before the start of each job. There is, at all times, only one scan operator per scan workstation. Operators are to constantly observe the scanned images from their workstation monitors to help guarantee the best possible image quality. There are several control settings for each project to allow for optimal image quality. If substandard images are observed, they will be immediately rescanned. Most of our jobs are hand-fed because of quality concerns of the original documentation. Microsystems only uses high-end production scanners from Kodak. These scanners are equipped with double page detection, and image quality enhancement software (perfect page, de-skew, de-spec, and black boarder removal). Barcode sheets are extensively used to aid in the accuracy of document separation. Indexing Quality Verification managers go over the detailed index instructions with the index operator before the start of each job. Index operators are also spot checking for image quality and any substandard image will be immediately sent for re-scanning. Barcode technology is used to increase the accuracy level of key-entry. Where at all possible, Microsystems will try to share data with its clients to increase the accuracy level, as well as keep indexing costs down to a minimum. When this occurs, exception reports will be generated detailing data used, or unused. Full Text OCR, as well as Zonal OCR with cleanup will be used if needed. Double key verification will obtain 99.9% accuracy. --- Microsystems, Inc.7 Scanning, Microfilming, and Storage Microsystems, Inc. Quality Verification Processes by Department Page 3 of 3 Quality Verification Images are inspected for image quality. Data is sorted a number of ways, and checked for accuracy. Image sizes are checked for any discrepancies. Any image quality issues are handled immediately and corrected. The QV manager fully understands the job program instructions, and is responsible for making sure the final product meets the customer's requirements. Images and data are either burned onto CD's / DVD's, or sent via secure FTR Verification programs are in place to ensure quality burns, or transfers. Archive Write After scanned images have gone through all of the QV processes and are ready for delivery, we can also provide an archival roll of microfilm for backup purposes. ,t- , This work is done on our FUJI AR-1000 Archive Writer which produces the highest quality microfilm image available in the industry. A duplicate silver can be made simultaneously. The images sent to the archive writer are exact representations of the scanned image. All films are processed in our Fuji certified processing lab to exact ANSI standards. Microsystems, Inc. Ji Scanning, Microfilming, and Storage 625 Academy Drive Northbrook,iL 60062 Phone(847)205-1986 Fax(847)205-5386 www.microsystemsinc.com RESUMES Microsystems presently employ over 30 full time service personnel. Below, please see the resumes of our management staff. Chris Ripkey—Vice President, sales contact 29 years of experience in the Document Conversion(microfilming/ scanning) industry. Chris has been with Microsystems since 1983 and will be the key Microsystems contact responsible for fully understanding your requirements. Chris will create a job program for each category and review it with all management personnel at a pre-production meeting. Pat Healy— President, Record Center Manager 29 years of experience in the Document Conversion (microfilming/ scanning) industry. Pat has been with Microsystems since 1983 and will be the key Microsystems contact responsible for the storage of The Village's records. Phil Thomas—Production /Scanning Manager, 28 years of experience in the Document Conversion (microfilming/ scanning) industry. Phil has been with Microsystems for the past 17 years. Phil will be responsible for overseeing and managing the scanning of your documents. Phil is also in charge of our archive writing and all indexing/QC of scanned images. Theresa Dias —Preparation /Microfilm Manager, 31 years of experience in the Document Conversion (microfilming/ scanning) industry. Theresa has been with Microsystems for all of these 31 years and will be responsible for overseeing and managing the preparation of your documents. Theresa also oversees our microfilming department which includes all rotary cameras, planetary cameras, diazo duplication labs and microfilm processing labs. Sheerie Ruzecki—Quality Control Manager, 20 years of experience in the Document Conversion (microfilming/ scanning) industry. Sheerie has been with Microsystems for all these 20 years and will be responsible for performing the Quality Verification procedures for this project. Pam Wojkowski—Customer Service Rep., Destruction Manager 18 years experience in the Document Conversion (microfilming/ scanning) industry. Pam will be the second key contact at Microsystems as it relates to Pickups &Deliveries, Requests, destruction and other items in which immediate contact is required.