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HomeMy WebLinkAbout03/20/2007, C3 - LASERFICHE CONVERSION PROJECT council MmmgDp 3/20/07 j acEnc)a Report 1�Numbe. CITY OF SAN LUIS OBI SPO' FROM: Deborah Linden, Chief of Police 9 Prepared By: Kerri Rosenblum, Communications & Records Manager SUBJECT: LASERFICHE CONVERSION PROJECT CAO RECOMMENDATION Approve an Agreement with DataNET Solutions in an amount not to exceed $77,292.96 to convert Police reports and documents currently stored on microfiche and paper to LaserFiche and authorize the Mayor to execute the Agreement. DISCUSSION Background The City has contracted with DataNET Solutions to provide LaserFiche services for the Police Department since 2003. LaserFiche is a digital imaging technology used to electronically file and store documents so they are retrievable and electronically transferable to others. The Police Department utilizes LaserFiche technology to store all police reports and related documents. Criminal case reports are transmitted to the District Attorney's office via LaserFiche as part of a county-wide conversion to a paperless case filing system. The LaserFiche system is critical to the functioning of the Police Department and our ability to store, retrieve and transfer large quantities of reports and related documents. DataNET Solutions is a licensed provider of LaserFiche technology. Prior to 2003, police reports and associated documents were stored in a variety of ways. From 1998 to 2003, these documents were retained in paper form and electronically indexed in the department's Records Management System(Spillman software). Prior to 1998, documents were stored in paper form and converted to microfilm and microfiche. These documents, however, were indexed in the previous records management system that uses CRIS/CAD software. The indexing in these two systems allows staff to find and retrieve documents for use in criminal prosecutions, to fulfill Public Records Act requests and other needs for prior police reports. Finding and retrieving documents that have been stored in LaserFiche since 2003 does not present any problems. Retrieving documents created prior to 2003 present significant challenges, especially those that are indexed in CRIS/CAD. The CRIS/CAD system is extremely outdated and if the system fails, the data will not be recoverable. Should there be a system failure, there will be no mechanism to locate reports stored on microfilm, microfiche, and in paper storage. There is no method of transferring the CRIS/CAD index data to the current Spillman or Laserfiche systems. Retrieving reports and documents stored in paper files is very time consuming as compared to retrieving them from LaserFiche. LaserFiche Conversion Project Page 2 The Finance and Information Technology department has transitioned the City's computers to a Microsoft Homogenous Network. During this transition it was discovered that CRIS/CAD resides on the Novell Server and could not be moved over. The City is no longer licensed for running Novell. Currently, as a temporary solution,this antiquated system is running on the Police Department's old Novell Server. Given the unreliability of CRIS/CAD and the fact that Novell servers are no longer used or supported, the Police and Finance/IT Departments identified the urgent need to convert the reports and documents currently indexed in CRIS/CAD to LaserFiche (the current standard) so the documents can be indexed and retrieved. Progress of Conversion Project In 2006, the Police Department began the process of converting all of the documents archived on paper, microfilm, and microfiche to LaserFiche. Since there was very limited funding available for the project, staff divided the work into three phases beginning with the conversion of microfilm documents to LaserFiche. The conversion process involves technology and expertise beyond the capabilities of City staff so contracting with an outside vendor was necessary. Staff initially was only able to identify approximately $5,000 in funding to complete the first phase of the project (converting microfilm images to LaserFiche) and staff requested informal written bids from four companies to do this work. Staff received four bids for the project; DataNET Solutions submitted the least expensive bid. At the same time, staff requested bid estimates on the remaining phases of the project in order to project future funding needs. DataNET Solutions' estimates on the second and third phases of the project were also the least expensive. In October 2006, staff submitted a purchase order for$5898.74 for DataNET Solutions to convert the microfilm images to LaserFiche. The Finance Manager approved the purchase order and DataNET began their work. Since this work began, three significant events have occurred that prompted staff to request the actions outlined in this report. DataNET Solutions advised staff that the original estimate (provided by an outside vendor) of the number of images on microfilm to be converted in phase I was low by approximately 50%. DataNET's revised estimate to complete the microfilm conversation is now $14,300, based on the actual number of images to be converted. The City wide migration from Novell servers has created a very unstable situation for the data stored in the CRIS/CAD system, which resides on an old Police Department Novell server. Both the CRIS/CAD software and the server are completely unsupported and very susceptible to failure. The software cannot be migrated to a different server. A failure of either the software or the server would result in a catastrophic loss of the indexed data stored in the CRIS/CAD system. If this data were lost, staff would have no way of finding and retrieving reports and documents created and stored prior to 1998. Phase II of this project is converting the documents stored on microfiche to LaserFiche. The department.is currently using a volunteer to count each image to ensure that our estimates of the number of documents are more accurate. Phase III of this project is converting archived paper reports into the LaserFiche system. C 3 - �- 0 0 LaserFiche Conversion Project Page 3 DataNET Solutions has been doing work on the first phase of the conversion project pursuant to the approved purchase order in amount of$5898.75. However, they have not yet received any payments for their work. Staff is seeking to consolidate the entire project (all three phases) into one contract with DataNET Solutions, including the work and funding previously approved pursuant to the phase I purchase order. Justification for Sole Source Agreement with DataNET Solutions Staff is seeking approval to execute a sole source contract with DataNET Solutions for the following reasons: 1. DataNET Solutions has been working on converting the microfilm images to LaserFiche for several months pursuant to the original purchase order and staff is extremely pleased with their work. The images are of very high quality and the company has been responsive and efficient. 2. As part of this work DataNET Solutions created the template needed to convert the data to the Police Department's LaserFiche system. This template will also be used for the second and third phases of the conversion project at no additional cost to the City. Should another vendor be selected for the remaining two project phases, the template will have to be recreated at additional cost. 3. The Police Department already contracts with DataNET Solutions for all LaserFiche services. DataNET Solutions is very familiar with the functioning and needs of the department and a productive relationship has been established. 4. Because the Police Department utilizes DataNET to provide LaserFiche services, DataNET imports the converted data into LaserFiche at no additional cost to the City pursuant to their general service agreement. This allows a seamless conversion of the data from the old to the new systems at no additional cost and involving only one contractor who knows the Police Department's systems. 5. DataNET submitted the least expensive cost estimates for all phases of the project during the initial bidding process. There is no reason to believe this situation would change if the project were now put to competitive bid. CONCURRENCES The City's Information Technology Manager concurs with this request. FISCAL IMPACT The Police Department has unanticipated funds available this fiscal year from department carryover and a related CIP account. CIP savings were realized after the cost of routine replacement of the LaserFiche server was significantly less than expected, resulting in a$19,839 C3 - 0 0 0 LaserFiche Conversion Project Page 4 savings. Staff realized funding is available within the Police Department budget to complete all phases of this critical project. Due to the amount and complexity of the data to be converted, all three phases will not be completed prior to the end of this fiscal year while the funds are still available in the Police Department budget. Therefore, staff recommends creation of a new CIP account. Since existing funds will be moved to this new CIP account, no new general fund money is needed for this project. Staff requested an updated bid from DataNET Solutions to include all phases of the conversion project, including the work they have already preformed pursuant to the existing purchase order. This bid totaled $77,292.96. Staff recommends $2,546.04 to fund any unforeseen contingencies. The total amount for the project (phases one through three) is $79,839 and funds are available in the Police Department accounts as described. Account Name Amount Police Department Technology Equipment CIP $ 19,839 Police Department Carry Over Account $ 60,000 ALTERNATIVES 1. Deny the project. Staff does not recommend this alternative given the unreliability of the antiquated CBIS/CAD system and the risk of permanent loss of critical information in a retrievable form. 2. Phase the project. Staff could complete the first phase of the conversation utilizing the services of DataNET Solutions, and seek competitive bids for phases II and III of the project. This would significantly delay the project and there is a very low probability that another vendor would be able to complete the project for less that the current estimate provided by DataNET Solutions., In addition, the advantages realized from the fact that DataNET Solutions is already the City's LaserFiche provider would be lost should another vendor be selected for the conversation project. Attachments: 1. Agreement with DataNET 2. Memo to Finance Manager for Phase I of the project (includes quotation summary) 3. DataNET updated bid for all phases G:\PDStafflCAO and CAR Reports\Council Agenda Report-Laserfiche Conversion Project Attachment 1 AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on , 2007,by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and DataNET Solutions,Inc.,hereinafter referred to as Contractor. WITNESSETH: WHEREAS,the City wants to conduct a laser fiche conversion of archived police reports;specifically,this agreement would be applicable to converting microfilm, microfiche, and hard copy reports into a digital format to be uploaded to our Laser Fiche system. WHEREAS, Contractor is qualified to perform this type of service and has submitted a proposal to do so which has been accepted by City. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained,the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above,until acceptance or completion of said services. 2. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, City will pay and Contractor shall receive therefor compensation in a total sum not to exceed $77,292.96. The not to exceed amount is for the unknown contingencies due to quoting best estimates on unknown quantities of images to convert. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to provide services as set forth in Exhibit A attached hereto and incorporated into this Agreement. Contractor further agrees to the contract performance terms as set forth in Exhibit B attached hereto and incorporated into this Agreement. 5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall be in writing and.shall be effective only upon approval by the City Administrative Officer of the City. c � -s • Attachment#1 Agreement Page 2 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City City Clerk City of San Luis Obispo 990 Palm Street San Luis Obispo,CA 93401 Contractor DataNET Solutions,Inc. 4071 E. La Palma Avenue,Suite B Anaheim,CA 92807 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. CITY OF SAN LUIS OBISPO,A Municipal Corporation By: Mayor APPROVED AS TO FORM: CONTRACTOR By: City rney o DataNET Solutions,Inc. [BIT A SCOPE OF WORK Microfilm Complete the project of converting 80 16mm rolls of microfilm into a digital format to be uploaded to our LaserFiche system using our LaserFiche template. The film is indexed by case number and the case numbers are listed on each case. All of these reports are old crime reports and may not list a defendant. Each case number must be listed on the template and the lead defendant if there is one. Microfiche Convert all reports on microfiche into a digital format to be uploaded to our LaserFiche system using our LaserFiche template. There are five file drawers of microfiche. Each sheet has a SLO number that identifies the arrestee. There may be more than one report (case number) listed for that SLO number. The top drawer has been itemized and contains 25,527 images with 4,860 SLO numbers. Each case number needs to be listed on the template along with the lead defendant. Archived paper reports: Convert all archived paper reports a digital format to be uploaded to our LaserFiche system using our LaserFiche template. There are 75 file boxes and 58 file drawers of archived reports that have not been scanned into LaserFiche. Each case number needs to be listed on the template along with the lead defendant. The process will be stored on DVD and DataNET Solutions will upload the data to our LaserFiche system on site. The original microfilm, microfiche, and paper reports will be returned to the Police Department when the project is completed. C � - �7 o Attachment 1 Exhibit B CONTRACT PERFORMANCE TERMS 1. Business Tax. Contractor must have a valid City of San Luis Obispo business tax certificate prior to execution of the contract. Additional information regarding the City's business tax program may be obtained by calling(805) 781-7134. 2. Ability to Perform. Contractor warrants that it possesses, or has arranged through subcontracts, all capital and other equipment, labor,materials, and licenses necessary to carry out and complete the work hereunder in compliance with any and all federal, state, county, city, and special district laws, ordinances, and regulations. 3. Laws to be Observed. Contractor shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances,regulations and adopted codes during its performance of the work. 4. Payment of Taxes. The contract prices shall include full compensation for all taxes that Contractor is required to pay. 5. Permits and Licenses. Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary. 6. Safety Provisions. Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 7. Public and Employee Safety. Whenever Contractor's operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 8. Preservation of City Property. Contractor shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured. or damaged as a result of Contractor's operations, it shall be replaced or restored at Contractor's expense. The facilities shall be replaced or restored to a condition as good as when the Contractor began work. 9. Immigration Act of 1986. Contractor warrants on behalf of itself and all sub-contractors engaged for the performance of this work that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. 10. Contractor Non-Discrimination. In the performance of this work, Contractor agrees that it will not engage in, nor permit such sub-contractors as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation,or religion of such persons. 11. Work Delays. Should Contractor be obstructed or delayed in the work required to be done hereunder by changes in the work or by any default, act, or omission of the City, or by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor due to federal government restrictions arising out of defense or war programs,then the time Attachment#1 Exhibit 8:Contract Performance Terms Page&2 of completion may, at the City's sole option, be extended for such periods as may be agreed upon by the City and the Contractor. 12. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the services provided by Contractor(Net 30). 13. Inspection. Contractor shall furnish City with every reasonable opportunity for City to ascertain that the services of Contractor are being performed in accordance with the requirements and intentions of this contract. All work done and all materials furnished, if any, shall be subject to the City's inspection and approval. The inspection of such work shall not relieve Contractor of any of its obligations to fulfill its contract requirements. 14. Audit. The City shall have the option of inspecting and/or auditing all records and other written materials used by Contractor in preparing its invoices to City as a condition precedent to any payment to Contractor. 15. Interests of Contractor. Contractor covenants that it presently has no interest, and shall not acquire any interest direct or indirect or otherwise, which would conflict in any manner or degree with the performance of the work hereunder. Contractor further covenants that, in the performance of this work, no sub-contractor or person having such an interest shall be employed. Contractor certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder, Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City. 16. Hold Harmless and Indemnification. Contractor agrees to defend, indemnify, protect and hold the City and its agents, officers and employees harmless from and against any and all claims asserted or liability established for damages or injuries to any person or property, including injury to Contractor's employees, agents or officers which arise from or are connected with or are caused or claimed to be caused by the acts or omissions of Contractor, and its agents, officers or employees, in performing the work or services herein, and all expenses of investigating and defending against same, provided, however, that Contractor's duty to indemnify and!sold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the City, its agents, officers or employees. 17. Contract Assignment. Contractor shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. 18. Termination. If, during the term of the contract, the City determines that Contractor is not faithfully abiding by any term or condition contained herein, the City may notify Contractor in writing of such defect or failure to perform; which notice must give Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work or cure the deficiency. If Contractor has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to Contractor to said effect. Thereafter, neither party shall have any further duties,obligations, responsibilities or rights under the contract. In said event, Contractor shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City's Notice of p Attachment#1 Exhibit B:Contract Performance Terms Page B-3 Termination, minus any offset from such payment representing the City's damages from such breach. "Reasonable value" includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by Contractor as may be set forth in the Agreement payment schedule; compensation for any other work, services or goods performed or provided by Contractor shall be based solely on the City's assessment of the value of the work-in-progress in completing the overall workscope. The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the City's sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall Contractor be entitled to receive in excess of the compensation quoted in its proposal. 19. Ownership of Materials. All original drawings,plan documents and other materials prepared by or in possession of Contractor as part of the work or services under these specifications shall become the permanent property of the City, and shall be delivered to the City upon demand. 20. Release of Reports and Information. Any reports, information, data, or other material given to, prepared by or assembled by Contractor as part of the work or services under these specifications shall be the property of City, and shall not be made available to any individual or organization by Contractor without the prior written approval of the City. 21. Copies of Reports and Information. If the City requests additional copies of reports, drawings, specifications, or any other material in addition to what Contractor is required to furnish in limited quantities as part of the work or services under these specifications, Contractor shall provide such additional copies as are requested, and City shall compensate Contractor for the costs of duplicating of such copies at the Contractor's direct expense. 22. Required Deliverable Products. Contractor will provide: a. DVDs containing converted images to be uploaded by DataNET Solutions. 23. Insurance. Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by Contractor, its agents, representatives, employees or sub-contractors. a. Minimum scope of insurance. Coverage shall be at least as broad as: • Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001). • Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability,code 1 (any auto). • Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance. • Errors and Omissions Liability insurance as appropriate to Contractor's profession. b. Minimum limits of insurance. Contractor shall maintain limits no less than: • General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability or other form with a Attachment#1 Exhibit B:Contract Performance Terms Page B-4 general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. • Automobile Liability: $1,000,000 per accident for bodily injury and property damage. • Employer's Liability: $1,000,000 per accident for bodily injury or disease. • Errors and Omissions Liability: $1,000,000 pet occurrence. C. Deductibles and self-insured retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. d. Other insurance provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions: • The City, its officers, officials, employees; agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of Contractor; products and completed operations of Contractor; premises owned, occupied or used by Contractor; or automobiles owned, leased, hired or borrowed by Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, official, employees,agents or volunteers. • For any claims related to this project, Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of Contractor's insurance and shall not contribute with it. • Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees, agents or volunteers. • Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. • Each insurance policy required by this clause shall be endorsed to state that coverage shall not be .suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty(30) days' prior written notice by certified mail, return receipt requested, has been given to the City. e. Acceptability of insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than ANII. f. Verification of coverage. Contractor shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage. Original endorsements effecting general liability and automobile liability coverage required by this clause must also be provided. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences. Ct -�� ATTACHMENT 2 Q c , o f san Luis owspo Police Department *" Memorandum 1042 Walnut SLO, CA 93401 (805) 781-7317 "Service,Pride,Integrity" Date: October 13,2006 To: Carolyn Dominguez, Finance Manager Via: Deborah Linden, Chief of Police DV Ian Parkinson,Administrative Captain ISP From: Kerri Rosenblum, Communications & Records Manager Subject: Convert Reports from Microfilm to LaserFiche Request to pay DataNET $5,898.75 to convert 80 16mm roles of microfilm to LaserFiche media. This will be the first phase in our records conversion project. Background: Police reports have retention periods depending on the type of crime. Some reports must be kept as permanent documents. We currently store archived reports in the following manners: 1. Microfilm—indexed in our old CRIS/CAD computer system. 2. Microfiche-indexed in our old CRIS/CAD computer system. 3. Paper- indexed in our old CRIS/CAD computer system prior to 1998. 4. LaserFiche—indexed in the Spillman system. 5. Spillman Technologies CAD/RMS system. We receive requests for specific reports and/or reports involving a specific name. These requests come from many sources and we are required to maintain archived reports and provide them on demand. When we receive a request,we first run the name/case number in Spillman and check Laser Fiche. If it's a report prior to 1998 we check CRIS/CAD. CRIS/CAD has deteriorated over the years but you can still search a name to find any associated case numbers. During the Windows XP conversion we discontinued using Novel servers for storage. F. &I.T. discovered that CRIS/CAD must run on a Novel Server. Jeremy has temporarily pointed CRIS/CAD to our old Novel Server but he did advise that this is a temporary solution. The F. &I.T.department does not feel that CRIS/CAD can continue to operate much longer. Conclusion: Breaking down the tasks of converting different media will give our department a chance to look at other LaserFiche vendors. However, in this instance DataNET solutions submitted the least expense quote and they have an understanding of how our system works so they would be most familiar with the task of converting information into the required template on our LaserFiche system. ATIY—MENT2 2 & §` ak . $ °/ N §. _ cl) § a � , ° \ A 0/ o & J g 0 cn m E \ [ § § - a k z G CO k § � f. 3 � 3 w 1 12 1 1 1 2 $ s e $ rCi 7 ( \) § £ ® 4 co ! { ( ! « § n $ m ( . .. � j � cn E < LO on G d / § ) o ) ! 9 . 'E / � N / / CL #§ \ g E . c . £ a ; \ k 7 § � ) ® , s } f = k E © ® ® co kIL § f c 2 LU vco § E 0 W ` cf \ .� CL , & o _ \ / E § . ; e = 7 . U 2 ■ 2 2 a a a k k ) / f � . . cot 0 § e 7 �. ) 2 X § & I . CD k k E 2 % 0 CD m % 2 & j ( m / k0 . E 7 \ :& a s $ _ E a o 0 § . f 0 f § m { � \ j (D § k a ` s k k k 0 rn r � � E E 2 $ � loll 2 \ k § $ £ 30 1 ! ATTACHMENT 3 •071 E.La Palma Avenue#13 Data NET Anaheim,CA 92807 Phone: (714)630-0337 SOL UT I ON S Fax: (714)630-0338 Updated bid as of March 6,2007 for all phases of the project SCOPE OF WORK Microfilm Complete the project of converting 80 16mm rolls of microfilm into a digital format to be uploaded to our LaserFiche system using our LaserFiche template.The film is indexed by case number and the case numbers are listed on each case.All of these reports are old crime reports and may not list a defendant.Each case number must be listed on the template and the lead defendant if there is one. Estimated Total Number of Images=208,000 Estimated Total Price($0.06875 per image)=$14,300 Not to Exceed=$17;160 Microfiche Convert all reports on microfiche into a digital format to be uploaded to our LaserFiche system using our LaserFiche template.There are five file drawers of microfiche. Each sheet has a SLO number that identifies the arrestee.There may be more than one report(case number) listed for that SLO number.The top drawer has been itemized and contains 25,527 images with 4,860 SLO numbers.Each case number needs to be listed on the template along with the lead defendant. Estimated Total Number of Images(5 total drawers)= 127,635 Estimated Total Price($0.08 per image)=$10,210.80 Not to Exceed=$12,252.96 Archived paper reports: Convert all archived paper reports a digital format to be uploaded to our LaserFiche system using our LaserFiche template.There are 75 file boxes and 58 file drawers of archived reports that have not been scanned into LaserFiche. Each case number needs to be listed on the template"along with the lead defendant. Estimated Total Number of Images(5 total drawers)=332,500 Estimated Total Price($0.12 per image)=$39,900 Not to Exceed=$47,880 The process will be stored on DVD and DataNET Solutions will upload the data to our LaserFiche system on site. The original microfilm,microfiche,and paper reports will be returned to the Police Department when the project is completed.