3.11 3.11
FINANCIAL\2016\Establish Cap Proj Fund 210—Records Restoration Project—General Code and Image Data Proposals—
Permissive Ref—4-18-16
REVISED RESOLUTION
RESOLUTION AUTHORIZING ESTABLISHMENT OF RECORDS
RESTORATION CAPITAL PROJECT FUND #210 AND ENGAGEMENT
OF 1) GENERAL CODE FOR DOCUMENT MANAGEMENT SOLUTION
SCANNED IMAGE PROCESSING SERVICES; AND 2) NYSID/IMAGE
DATA FOR LARGE FORMAT SCANNING SERVICES
RESOLUTION NO.: ,2016
INTRODUCED BY:
WHO MOVED ITS ADOPTION
SECONDED BY:
WHEREAS, the Town of Queensbury wishes to establish a Capital Project that will
provide for the Town's maps to be restored and scanned, and
WHEREAS, the Town wishes to establish and fund the Revenue and Expense Accounts
for the Capital Project in a total amount of$50,000, and
WHEREAS, the Town Clerk requested and thereafter received and reviewed two (2)
proposals for such Project and has recommended that the Town Board accept the joint project
quote from General Code and Image Data, as set forth in General Code's March 21, 2016 proposal
for Document Management Solution Scanned Image Processing Service (Map Project) for the
amount of$2,800 and Image Data's March 15, 2016 proposal, as further clarified by THE New
York State Industries for the Disabled, Inc. ("NYSID')'s April 15, 2016 correspondence, for
Large Format Scanning Services for an estimated cost of$18,427.50,and
WHEREAS, accordingly, the Town Board wishes to establish Records Restoration
Capital Project Fund #210 and authorize engagement of the services of General Code and
NYSID/Image Data,
NOW, THEREFORE,BE IT
RESOLVED, that the Queensbury Town Board hereby authorizes and directs the
establishment of the Records Restoration Capital Project Fund #210 in the amount of$50,000
which will establish funding for expenses associated with this Capital Project, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs that funding for such
Capital Project shall be by a transfer from Capital Reserve Fund #64 in the amount of$50,000 to
transfer to Records Restoration Capital Project Fund#210, and
BE IT FURTHER,
RESOLVED that the Town Board authorizes and directs the Town Budget Officer to take
all action necessary to establish the following accounts for such appropriations and revenues as
necessary:
• Revenue Acct No.—210-0000-55031 (Interfund Revenue)$50,000;
• Expense Acct No.—210-1460-4720 (Records Management) $50,000
• Increase Appr 001-9950-9030-0064 Transfer to Cap Project$50,000;
and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and accepts the proposal of General
2
Code and Image Data, as set forth in General Code's March 21, 2016 proposal for Document
Management Solution Scanned Image Processing Service (Map Project) for the amount of$2,800
and Image Data's March 15, 2016 proposal, as further clarified by New York State Industries for
the Disabled,Inc. (NYSID)'s April 15, 2016 correspondence, for Large Format Scanning Services
for an estimated cost of$18,427.50, provided that such amounts shall be paid upon presentation
of appropriate vouchers to the Town and shall not include any prepayment for services, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Budget
Officer to amend the Town Budget, make any adjustments, budget amendments, transfers or
prepare any documentation necessary to establish such appropriations and estimated revenues,
and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Supervisor to
sign the proposals and/or any other necessary Agreements or documentation associated with the
engagement of the services of General Code and NYSID/Image Data in form acceptable to the
Town Supervisor, Town Clerk, Town Counsel and/or Town Budget Officer, and the Town
Supervisor, Town Clerk and/or Town Budget Officer to take any and all actions necessary to
effectuate all terms of this Resolution, and
BE IT FURTHER,
RESOLVED, that this Resolution is subject to a permissive referendum in accordance with
the provisions of Town Law Article 7 and the Town Board hereby authorizes and directs the Town
Clerk to publish and post such notices and take such other actions as may be required by law.
3
Duly adopted this 18th day of April, 2016,by the following vote:
AYES
NOES
ABSENT :
4
aminimmimmimmismasimmmin
GENERAL CODE
PROP,* SAL
/
Document Management Solution
Scanned Image Processing Service
(Map Project)
Town of Queensbury
Warren County
New York
March 21,2016
Pricing valid for 6 months
PRESENTED BY
GENERAL
CODE
Information made civil,
GENERAL
i Director of Sales:Bruce Cadman
.V
518-441-6496
`►,i5 DIMS}un BCadman@generalcode.com
181 Elmgrove Road,Rochester,NY 14624 Phone:800 836 8834 Fax:585 328 8189 GeneralCode.com
Town of Queensbury, NY
DOCUMENT CONVERSION/ PROJECT DELIVERABLES/ INVESTMENT DETAIL
DOCUMENT CONVERSION PROJECT
Reference is made to the Large Format Scanning Services Proposal between Image Data,Inc. ("Image Data")
and the Town of Queensbury("Town")dated as of March 15, 2016("Image Data Proposal").
PROJECT DELIVERABLES
The following deliverables are included in your project pricing. This price is based on the Project
Assumptions as set forth in the Image Data Proposals.
• The document conversion services associated with the project will be performed by Image Data.
• Upon completion of the scanning and indexing portion of the project by Image Data, Image Data will
upload the image files and index data to General Code.
• Once received from Image Data,General Code will process the images and index data into
Laserfiche Viewer format.
• General Code is not responsible for the accuracy and quality of the images(e.g., black borders,
skewed images, blurry images, non-legible images,etc.), index data or other errors on the scanning
portion provided to General Code by Image Data.
• One(1)copy of the Laserfiche Viewer formatted documents will be provided on removable media.
PLEASE NOTE:
Documents entered into Laserfiche directly will not be accessible from EnerGov. In order for EnerGov to
retrieve documents from Laserfiche,the documents must be scanned into Laserfiche using the EnerGov
interface.
Document Type/Description #of images #of Documents
Building Department Documents(Large Format) 6,750 6,750
Index Field(s) Permit Number
Who is Keying/Indexing Image Data
Document Naming Convention Permit Number(or Map Name)
Document Organization(Folders) Parcel/Permit/file
Microfilm needed? No
Scanning vendor will do all indexing. Queensbury will provide a cross-reference for
Comments/Special Instructions Permit to Parcel ID and Street Address for update of template.
GENERAi.,
LODE
�'- ' 2 March 21, 2016
Town of Queensbury, NY
PROJECT MANAGEMENT AND OTHER SERVICES
• Our charge includes project management and assumes that all of the documents contained in this
project will be imaged and provided by Image Data to General Code.
• Project Management will include job setup,creation of file structures and databases(as applicable)
and Laserfiche Viewer containing images and data on removable media.
• Placement of the shipped documents in the Town's repository will be performed as a courtesy
service upon request of the Town.
• To schedule the placement of the documents, please contact Crista Deniz at 855-GEN-CODE.
INVESTMENT DETAIL
Our price is based upon the information contained in the Image Data Proposals and is valid for 6 months from
the date of this proposal.
Town of Queensbury,NY
Map Project(Large Format)
Estimated Quantities: 6,750 Images Unit Price Extended Price
Document Keying/Indexing on select documents for population of $0.075 $0*
template fields,creation of document naming and folder structure.
Data processing all records into Laserfiche, including applying templates $2,800.00 $2,800.00
and indexing to images,file naming and folder structure creation.
Project Management and other related services:
Including job setup,creation of file structures and database(as applicable)and Included in
Laserfiche Viewer containing images and data on removable media. per-image price
Total Estimated Indexing Investment $0*
Total Estimated Processing Investment $2,800.00
*Indexing to be completed by Image Data,Inc.
C E N J R,'1.i,
ODE
3,,` 3 March 21,2016
Town of Queensbury, NY
AUTHORIZATION &AGREEMENT
The Town of Queensbury,NY hereby agrees to the procedures outlined above,to General Code's Document
Management Solution Terms&Conditions which are available at http://www.generalcode.com/TCdocs and
are incorporated herein by reference as they apply to this proposal,and authorizes General Code to proceed
with the project.
Fee to Process Images into Laserfiche: $2,800.00
Payment Schedule:
General Code will invoice the Town for processing services upon shipment of each batch of the scanned
documents to the Town.
Performance Schedule:
The project will be completed within 90 days of General Code's receipt from Image Data of all materials
necessary to complete the project.
(Client please fill out) Invoice for this Project to be sent to:
Department: Contact Name:
TOWN OF QUEENSBURY,WARREN COUNTY, NY
By: In the Presence of:
Title: Title:
Date: Date:
GENERAL CODE, LLC
By: In the Presence of:
Title: Title:
Date: Date:
In order to authorize the project:
1. Sign the Proposal
2. Fax or email the Authorization&Agreement Section only to: Sales @generalcode.com•fax(585)328-8189
3. Mail the signed Proposal to General Code at: 781 Elmgrove Road•Rochester,NY 14624
General Code will then sign and mail a copy of this agreement back to the Town for its records.
GENERAL
LODE
"0,150∎ 4 March 21,2016
Town of Queensbury, NY
APPENDIX A — DOCUMENT ORGANIZATION AND INDEXING
EnerGcvPermit
Metadata Field Name Field Type I Is Collection
Perm itAdd ressCity String 1
PermitAddressLinel String 1
Perm itAdd ressLi ne2 String 1'
Perm itAd d ressPosta(Code String 1
Pe rmitAdd ress Postd irecti on String 1
PermitAddressPredirection String 1
PermitAddressProvince String 1
Perm itAdd ressState String 1
PermitAddressStreetType String 1
PermitApplicationDate Date 0
Perm itContactCom pa nyN a me String 1
Perm itContactFi rstN a me String 1
Perm itContactlsBiIIing Boolean 1
PermitContactLastName String 1
Perm itContactType String 1
PermitDescription 'String 0
Perm itDistrict String 0
Perm itExpiration Date Date O
PermitFinalizedDate Date 0
PermitlssueDate .Date 0
PermitLastinspectionDate Date 0!
PermitMainAddress String 1
Permit Parcel Number String 1
PermitProject String 0
PermitSquareFeet Decimal 0
PermitStatus String 0
PermitType String 0!
Perm itVa I u ation Decimal 0
PermitWorkClass String 0
GG.rN....I RAI,
CODE
E
's. 5 March 21,2016
Town of Queensbury, NY
APPENDIX B - IMAGE DATA PROPOSAL
Attached for information and reference only.
Image Data scanning/conversion pricing,as set forth in their NYSID proposal,
is not included in this estimate.
(11?NisR;1.L
ODE
rr 6 March 21,2016
•
ii
** NysiD
Ronald P. Romano
Preferred Sourer,Solutions President and Chief Executive Officer
CORPORATE OFFICES: NEW YORK CITY SALES OFFICE:
11 Columbia Circle Drive,Albany,NY 12203 352 Seventh Avenue,Suite 201,New York,NY 10001
Phone: (518)463-9706 Fax:(518)463-9708 Phone: (212)889-6618 Fax: (212)545-1316
April 15,2016
Kim Moulton
Deputy Tax Receiver/Records Clerk
Town of Queensbury
742 Bay Road
Queensbury,NY 12804
RE: Information &Records Conversion Management
Contract Term: 4/15/2016— 12/31/2016
Dear Kim,
This letter is to notify you that New York State,Industries for the Disabled, Inc. is interested in providing the above
referenced service as a preferred source. This action is under authority of Article Xi,Section 162 of State Finance Law.
Our proposed pricing for Imaging services for one year is$ 18,427.50. Please see attached proposal.
This contract will be done as a corporate partnership with Rehabilitation Support Services(conventional member)and
Image Data(associate member).
If you have any questions regarding this information or about preferred source,please do not hesitate to give me a call at
518-312-3919.
Sincerely,
Sara Erickson
Account Representative
NYS Industries for the Disabled
11 Columbia Circle Dr.
Albany.NY 12203
800-221-5994 I www.nysid.org
••• Nysio
Preb rrniSto,rec Solutions PARTNERSHIP
CUSTOMER PRICE CONCURRENCE
Date Sent: 4/15/2016
Contracting Agency: Town of Queensbury
Contact Person: Kim Moulton V V
Job Title: Deputy Tax Receiver/Records Clerk 4. NFO MA n'14
Street Address: 742 Bay Road
City, State Zip: Queensbury, NY 12804
Phone#: Fax#: E-Mail: KimR( aueensburv.net
New York State Industries for the Disabled, Inc. will be applying for Preferred Source Status Designation for the
service listed below:
Member Agency: Rehabilitation Support Services
Associate Member Agency Image Data
Service Information&Record Conversion Management
Location: Albany, NY
Proposed Price: $18,427.50(see attached proposal)
If a Renewal, Current Contract#:
New Term: 4/15116— 12/31/16
This form is not a contract, it is only an acknowledgment of your concurrence to the above proposed
price. If applicable,a cost analysis is enclosed for your review documenting proposed changes in cost
for the new term.
Please note: All contracts with Prevailing Wage Schedules issued on or after 8/1/2010 must contain
escalation clauses for wages and supplemental benefits and other related costs dependent upon the
annual NYS Department of Labor Published Prevailing Wage Schedules.
lfxyou are irf agreeme t with'th pi t®sue°t ease,sign this fort)?and r turn ° "�a ail Upon�r�p
NYSIla ui il�l;ai pk$ � t e�t s fo approval if yo0 -' `A
questions,ple
•+' c r - 3s' c _ � a 3 x" v - sit, '
Mail New r® . at ribs ° E-mail � 55-035 Sen4son0nYsid OV z ;'1
l'11bne.t518=483 '
1! Cbl : Authorized Signature:
Alb � 3X15
an Y�,� Printed Name:
Job Title:
Date:
❑ Please see attached documents in heu of signature of this form.
Page 1 of 1
IMAGE
DATA
Large Format Scanning Services
For
Town of Queensbury
Submitted: March 15, 2016
Submitted By: Laurie Green
Account Executive
Image Data, Inc.
(518) 862-2740
Lgreen @imgdata.com
1
Statement of Services
Scope of Work
1.0 OBJECTIVE
The objective of this proposal is to provide preparation and document scanning for the Town of
Queensbury Building Department records. The project will be converted in our Albany, New
York production facility according to the requirements detailed in this Statement of Work.
Image Data Team will work closely with the designated representatives from the Town of
Queensbury throughout the term of this project to provide for a smooth, timely, confidential and
successful partnership.
2.0 SUMMARY of CONTENTS
The following sections are included in this SOW:
Production Contacts
Pickup and Delivery
Document,Preparation
Conversion Services
Directory Naming
Transmission of Images
Image Retrievals
Facility, Production and QC Overview
Pricing Schedules
3.0 PRODUCTION CONTACTS
The conversion will be managed by a team consisting of the following Image Data individuals,
who will be responsible for completion of production activities.
1. Kara Heniges Operations Manager
(518) 862-2740 ext. 1030
2. Ken Major Director of IT
(518)862-2740 ext.1023
3. Laurie Green Account Executive
(518) 862-2740
2
4.0 PROJECT PICKUP AND DELIVERY SCHEDULES
Image Data, Inc. will box, seal and label boxes for transport to Image Data's production facility
in Albany. Shipment dates, schedules and volume of boxes to be determined. Based upon the
supplied image volumes, Image Data anticipates the production time on this project to be 90 to
120 days from the date of pick-up.
5.0 DOCUMENT PREPARATION
• Document preparation will be needed to remove staples, paperclips, sticky notes and/or
rubber bands and will be completed by Image Data
• Due to excess dirt,dust and grime on the maps,each map will be wiped on both.sides
• Excess dirt and dust requires constant cleaning of the scanner to avoid any buildup
internally which could heavily damage or make inoperable, as well as leave streaks on
images
• Taping of any torn paper would be completed to make the documents scan ready
• All records will be returned to original folder upon completion of scanning and returned
to the Town of Queensbury
6.0 CONVERSION SERVICES
• The records will be scanned to single page TIFF files on our high speed state of the art
large format production scanners.
• IDI will scan all drawings at a scanning resolution of 200 dots per inch (dpi). Aerial
photos will be scanned at required 300 DPI to get best image
• Images will be in black and white
• Image Data will provide a POC of the images and directory formats for approval by the
Town of Queensbury prior to entering into production.
• Excess dirt and dust requires constant cleaning of the scanner to avoid any buildup
internally which could heavily damage or make inoperable, as well as leave streaks on
images
• The Town of Queensbury recognizes that image improvement is not possible for those
documents with poor or illegible copy.
• IDI will ensure maps are lying flat when returned to the Town of Queensbury, and
organized by size. Plan sets will be man labeled (paper tab) with the permit number or
description.
7.0 INDEXING/FILE NAMING`
IDI will key the following for Building Department records:
• Permit number
• If no permit number,key description or title of map
8.0 TRANSMISSION OF IMAGES
Image Data will send the images SFTP on an ongoing basis. Image Data will securely transmit
images for processing and Password Protect to ensure data 'alety.
3
41. elMIDORIMMUSW, "MOIL
9.0 PRODUCTION AND QUALITY CONTROL (QC)OVERVIEW
Six Sigma Lean Cells
All IMAGE DATA centers operate in a Six Sigma Lean Cell design. This design ensures
efficiency by eliminating delays in any work queue. Work is not stacked or bottlenecked with
the possibility that errors may be contained in an over produced work station. With this
workflow design, all elements are synchronized to maximize a daily throughput rate by
balancing and managing workloads at each station of the cell. The error prone design of
separating prep/imaging/index/document identification within different areas of the room is not
utilized by Team IMAGE DATA. Errors are virtually eliminated by employees working side-
by-side to ensure that process or product deficiencies are reported to the previous station. This
flow enables the Lean Cell to find and correct deficiencies instantly, ensuring that the correction
is made at the time of occurrence. In addition, our Six Sigma Lean work cells process the
information in smaller batches, resulting in faster net throughput times. Fast processing times
promote the turnaround times required and ensures quality assurance checks continue to be
completed in conjunction with deliverable times. Team IMAGE DATA will create a lean cell
for each unique task order under this agreement.
Lean Six Sigma continuously improves overall production and eliminates errors resulting in
providing higher quality images and data with the highest accuracy levels and at the same time
lowering overall costs to our clients.
Sample Lean Cell Design
0
•• Document Preporation
/ `_i Data CaDNIr tl kDoaxnent ID
Document Preperatbn Den CapNNDogmwnt W
�
\
!* yj Document Preparation
1-11 Dab CaphrWeamrd ID
_ Capture
tmape Capture
Document G
�i Dols.CpNofDoanwn[1D
144
Production Planning and Process Control Activities
The Production phase commences with the transfer of project knowledge from ramp up to
production personnel through systematic training. A team of cross-functional personnel carries
out the production activities. This team is dedicated to meet the customers' requirement in terms
of quality, timeliness and other deliverables. The cross-functional team contains expertise for
document preparation, conversion instruction, ramp up, software, and production planning
activities.
The initial activity in the production phase is the creation of the project
management/implementation plan that describes the quality objectives, the project deliverables,
project schedules, resource requirements, training schedules, risk assessment, risk mitigation
plans and individual responsibilities towards meeting the project targets and deliverables.
!DI Paper
Conversion
Process
Check-In Validation Transfer
■ I tl9
Milk
;:.
il
es/documents Documents a.
Manifest operator reps�becl,c'tti`....__ :8re ttwved.
delivered to Operator uploads customer Customer any variances and stages to Scanner Pulse
101 Facility manifested data work for Image capture process
and.logs box/file data into Pulse -Pulse updated updated
Scan Station Doc ID/Data entry/QA II
1
----------
Operator receives files/documents Images passed to Doc ID/
And a batch Is created. , Data Capture/OA Station
Pulse updated Pulse updated
Jmaae and Data }2e-13oxin
Transferred 6 Return Delivery
momi r" t==4 ': I
Replace files/documents Into Box in
which It was received and track to [BoxesJciocumenlsietumed
Date is Transferred to Customer Pulseu Ptl eted.
Required Media storage-Pulse updated
5
The following are examples of quality measures within the project:
Document Preparation -Paper Audit(If warranted)
• IDI will insert a "File Level" barcode sheet as well as "Document Type" barcode labels
on the various document types within the file.
• Paper files will be audited to validate the document preparation process is complete and
accurate prior to being sent to the scanning area.
Scanning—Attended Mode QC
• Scan in"Attended Mode"to assure that the best quality image is rendered
• Visually inspects each image as it is captured and interrupt scanning if any issues that
comprise image quality are detected such as double feeds, folded corners, light images, dark
images etc.
• While attended mode scanning is slower that unattended scanning, it provides the first line of
image quality control and avoids re-scanning documents.
• IDI unitizes auto-blank page deletion when dropping the back side/page of a paper document
with no content. This process is over 99%effective/accurate provided the backs are clean of
smudges and darkened areas. With this process,backs with content will not be deleted but
backs that have content, dark areas, or smudges will remain and be part of the image transfer
stream.
Image Clean-up Processes
• Image processing includes de-skew,de-speckle,black border removal and crop.
• IDI utilizes state of the art production scanners and image processing technologies to
render the best possible electronic document images comparable to the quality of the
original documents.
• Set-up entails scanner adjustments to assure the accurate and complete capture of the
documents.
Post Scan Automated QC
• QC steps are looking for a corrupt image, large image file size, etc.
• In addition other steps are typically introduced which may include:
• Manually review blank backs and delete.
Post Scan Visual QC
• After the automated QC has completed, a QC operator will perform visual QC of
images and data prior to sending the batch to "Release". This is a random effort after all
errors in the process have been corrected.
Workflow Quality Control
• If discrepancies are found within a batch in any step of the conversion process. then the
entire batch is directed to Quality Control Module and re-processed to correct id ratified
issues.
Post Release QC
• An automated proc"t n against the batch to ensure all images and (..: en
written properly and )erupt.
6
Pricing Summary for Town of Oueensbury
Documents with a size larger than 11x17
Estimated number of images to capture: 6,700
Estimated number of aerial photos: No more than 50
Total number of images: 6,750
Total number of boxes: 45
Per image: $2.73
Includes:
Box,seal,and label maps for transport
Prep
Scan
Index
200 DPI (Aerial Photos will be scanned at required 300 DPI to get best image)
TIFF,Black& White
Four Transports (pick-up=1 and return=1)
Estimated cost for project: $18,427.50
Note: pricing is based on the quantities listed in this proposal. If the images are more or
less than 10% of the assumed quantities, the per-image price is subject to change
based on the number of images actually submitted. Pricing is also based on site review
and specifications included in this proposal.
In witness whereof, this agreement has been executed by a respective signatory of each party
whose signature appears below and is on the date of this Agreement duly authorized by all
necessary and required corporate action to execute this agreement.
Customer: Town of Queensbury Vendor: Image Data,Inc.
Address: 742 Bay Road Address: 18 Petra Lane
Queensbury,NY 12804 Albany,New York 12205
Name: Name:
Printed: Printed: Laurie Green
Title: Title: Account Executive
Date: Date: March 17,2016
7