Item 4BAGENDA ITEM # 4B
APRIL 28, 2008
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA ITEM: Bid Award for the Document Scanning
DATE: March 25, 2008
SUBMITTED BY: Keith Randich, IT Manager / , 0 —
David Thompson, Chief of oI lice/DPS
BACKGROUND:
For the past ten years, the City has protected and safeguarded Public Records by scanning
paper documents and placing them into a computerized document management system.
Once on the system, the documents can be searched, sorted, and made available to the staff as
well as the general public in an electronic format.
Although the City possesses a small number of desktop scanners, it is beyond the capacity of
the staff to scan the volume of documents that are produced each year by City departments,
which includes building drawings, vendor files, internal project documents and drawings.
Additionally, there is a backlog of documents that needs to be scanned to make the
documents more accessible and to reduce storage and retrieval costs. For this reason, the
City has sought bids from outside scanning services to take a collection of documents, scan
them, and copy the digitized image to a DVD. The DVD and original documents are
returned to the City, and the images are copied to the City's document management server.
The scanning company will pick up City documents every four to six weeks, perform the
scanning, and pick up the next set of documents while dropping off the last set.
Because of the amount of documents requiring scanning, the duration of this contract spans
five years. The City has retained the right to discontinue this contract at any time during the
contract period. Processes are being implemented in various departments in an effort to
decrease the amount of hard copy documents produced (and requiring scanning) in the future.
BUDGET: The total for the five (5) year contract is $106,431.50 which will require
annual appropriations to fund the costs each year. The budget for this project in 2007/ 2008
is $32,500. The 2007/08 budget dollars are split between the City Clerk ($25,000) and
Public Works ($7,500).
RECOMMENDATIONS: To award the bid for the Document Scanning project to
Worldwide Digital USA, Inc. which was the lowest bid that met all of the City specifications.
ATTACHMENTS: Document Scanning Project Bid Sheet
REVIEWED BY CITY MANAGER:
AGENDA ITEM NUMBER:
AGENDA ITEM # 4B
APRIL 28, 2008
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AGENDA ITEM # 4B
APRIL 28, 2008
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CITY OF ATLANTIC BEACH, FLORIDA
INVITATION TO BID
DOCUMENT SCANNING
BID NO. XXXX -XX
Notice is hereby given that the City of Atlantic Beach, Florida, will receive sealed bids, submitted,
IN TRIPLICATE, at the Office of the Purchasing Agent, City Hall, 800 Seminole Road,
Atlantic Beach, Florida, 32233, until 3:00 PM, Wednesday, February 6, 2008, for Document
Scanning. Thereafter, the bids will be opened in the City Hall Commission Chambers, 800 Seminole
Road.
Bids shall be enclosed in an envelope endorsed:
"BID NO.xxxx -xx — DOCUMENT SCANNING, TO BE OPENED AT 3:00 PM, Wednesday,
February 6, 2008."
Specifications and Contract Documents will be open to public inspection, and bidders may obtain
complete sets of Bidding Documents from the Office of the Purchasing Agent, 800 Seminole Road,
Atlantic Beach, Florida, 32233, telephone (904) 247 -5880. Electronic copies ofbid documents may
be downloaded form the City's website at www.coab.us /bids Any questions concerning the
project should be directed to Keith Randich, Information Technology Manager, City of
Atlantic Beach, 800 Seminole Road, Atlantic Beach, FL 32233, phone (904) 242 -3467.
The project consists of scanning approximately 800,000 documents over the course of the next five
years. All work shall be performed in accordance with the Contract Documents.
ITB -1
AGENDA ITEM # 413
APRIL 28, 2008
Documents required to be submitted in bid package at bid opening:
1. Original Insurance Certificates (copies, Xeroxes, and facsimiles are unacceptable), naming
the City of Atlantic Beach as Certificate Holder, showing the bidder has obtained and will
continue to carry Workers' Compensation, public and private liability, and property damage
insurance during the life of the contract.
2. Three (3) references from companies or individuals for whom the bidder has completed work
during the past twelve (12) months, of a comparable size and nature as this project. .
3. Proof of occupational licenses (copies are acceptable).
4. Bids submitted in triplicate.
5. Request for Taxpayer Identification Number and Certification, Form W -9.
6. Signed copy of Documents Requirements Checklist, included as part of the Instructions to
Bidders.
7. A Performance and Payment Bond (5% of the bid amount) will be required of the successful
bidder. Bid prices must remain valid for ninety (90) days after the public opening of the bids.
Goods and services proposed shall meet all requirements ofthe attached standards and speci-
fications.
The City of Atlantic Beach reserves the right to reject any or all bids or parts of bids, waive
informalities and technicalities, make award in whole or in part with or without cause, and to make
the award in what is deemed to be in the best interest of the City of Atlantic Beach.
A person or affiliate who has been placed on the convicted vendor list following a conviction for a
public entity crime may not submit a bid on a contract to provide any goods or services to a public
entity, may not submit a bid on a contract with a public entity for the construction or repair of a
public building or public work, may not submit bids on leases of real property to a public entity, may
not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a
contract with any public entity, and may not transact business with any public entity in excess of the
threshold amount provided in Section 287.017, for a period of 36 months from the date of being
placed on the convicted vendor list. (Section 287.133(2)(a), FLORIDA STATUTES).
An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on
a contract to provide goods or services to a public entity, may not submit a bid on a contract with a
public entity for the construction or repair of a public building or public work, may not submit bids
on leases of real property to a public entity, may not award or perform work as a contractor, supplier,
subcontractor, or consultant under contract with any public entity, and may not transact business with
any public entity. (Section 287.134 FLORIDA STATUTES)
Patty Drake
Purchasing Agent
ITB -2
AGENDA ITEM # 4B
APRIL 28, 2008
STANDARD FORM OF AGREEMENT
BETWEEN
the City of Atlantic Beach, Florida
AND
Worldwide Digital USA, Inc.
ON THE BASIS OF A STIPULATED PRICE
THIS AGREEMENT is dated as of the 16th day of April in the year 2008 by and between
the City of Atlantic Beach, Florida (hereinafter called Owner) and Worldwide Digital USA,
Inc. (hereinafter called Contractor).
Owner and Contractor, in consideration of the mutual covenants hereinafter set forth, agree as
follows:
1.01 Work
A. Contractor shall complete all Work as specified or indicated in the Contract Documents.
The Work is generally described as follows:
DOCUMENT SCANNING PROJECT (BID NO. 0708 -05)
1.02 Engineer / Owner
A. The Project will be monitored by the Owner or his designated representative, who is he-
reinafter called Engineer and who is to act as Owner's representative, assume all duties
and responsibilities and have the rights and authority assigned to Engineer in the Contract
Page 1 of 4
AGENDA ITEM # 413
APRIL 28, 2008
Documents in connection with completion of the Work in accordance with the Contract
Documents.
1.03 Contract Time
A. The Work will be completed over the time span of five years from the date of this con-
tract.
B. The City of Atlantic Beach reserves the right to terminate all or part of the resulting
contract without cause with a 30 day written notice.
1.04 Contract Price
A. Owner shall pay Contractor for completion of the Work in accordance with the awarded
contractor's Bid Form.
1.05 Payment Procedures
A. Contractor shall submit invoices after delivery of each portion of the work performed.
1.06 Contractor's Representations
A. In order to induce Owner to enter into this Agreement, Contractor makes the following
representations:
1. Contractor has familiarized itself with the nature and extent of the Contract Docu-
ments, Work, site, locality, and all local conditions and Laws and Regulations that in
any manner may affect cost, progress, performance or furnishing of the Work.
2. Contractor has given Engineer written notice of all conflicts, errors, or discrepancies
that he has discovered in the Contract Documents and the written resolution thereof
by Engineer is acceptable to Contractor.
1.07 Contract Documents
A. The Contract Documents which comprise the entire agreement between Owner and Con-
tractor concerning the Work consist of the following:
1. This Agreement (pages 1 to 4, inclusive).
2. Performance Bond (To be supplied by the Contractor)
3. Notice of Award.
4. City of Atlantic Beach Document Scanning Invitation to Bid
5. City of Atlantic Beach Information Technology Document Scanning Specifica-
tions
6. Contractor's Bid
1.08 There are no Contract Documents other than those listed above.
Page 2 of 4
AGENDA ITEM # 4B
APRIL 28, 2008
1.09 Miscellaneous
A. No assignment by a parry hereto of any rights under or interests in the Contract Docu-
ments will be binding on another party hereto without the written consent of the party
sought to be bound; and specifically but without limitation moneys that may become due
and moneys that are due may not be assigned without such consent (except to the extent
that the effect of this restriction may be limited by law), and unless specifically stated to
the contrary in any written consent to an assignment. No assignment will release or dis-
charge the assignor from any duty or responsibility under the Contract Documents.
B. Owner and Contractor each binds itself, its partners, successors, assigns, and legal repre-
sentatives to the other party hereto, its partners, successors, assigns, and legal representa-
tives in respect of all covenants, agreements and obligations contained in the Contract
Documents.
Page 3 of 4
AGENDA ITEM # 413
APRIL 28, 2008
IN WITNESS WHEREOF, Owner and Contractor have signed this Agreement in triplicate. One
counterpart each has been delivered to Owner, Contractor, and Engineer. All portions of the
Contract Documents have been signed or identified by Owner and Contractor or by Engineer on their
behalf.
This Agreement will be effective on
GUT 012
City of Atlantic Beach
[CORPORATE SEAL]
Attest:
Address for giving notices:
CONTRACTOR
[CORPORATE SEAL]
Attest:
Address for giving notices:
800 Seminole Road
Atlantic Beach, FL 32233
(If Owner is a public body, attach evidence of
authority to sign and resolution or other
documents authorizing execution of this
Agreement.)
License No.:
Agent for service of process:
(If Contractor is a corporation, attach evidence
of authority to sign.)
0011661
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