The URL can be used to link to this page

Home My WebLink AboutAdden 3AMENDMENT NO. 3 TO AGREEMENT FOR THE UTILITY SYSTEMS LASERFICHE SCAN N ! NG PROJ ECT THIS AMENDMENT, dated November 30,2020, is by and between the City of Renton (the "City"), a Washington municipal corporation, and Cities Digital, Inc. ("Consultant"), a Wisconsin corporation. The City and the Consultant are referred to collectively in this Amendment as the "Parties." Once fully executed by the Parties, this Amendment is effective as of the last date signed by both parties. Whereas, the City engaged the services of the Consultant under Agreement CAG-L9-2L2, dated luly 22,2019, to provide necessary services for the Utility Systems Laserfiche Scanning Project (referred to herein as the "Agreement"); Whereas, the Parties wish to amend the Agreement to change the scope of work, change the time for performance, and change the compensation in order to provide scanning services for record drawings. NOW THEREFORE, lt is mutually agreed upon that CAG-L9-2L2 is amended as follows: Scope of Work: Section 1, Scope of Work, is amended to add work as specified in Exhibit A-3, which is attached and incorporated herein. Time of Performance: Section 3, Time of Performance, is amended pursuant to the schedule(s) set forth in Exhibit B-3. All Work shall be performed by no later than December 3L,2022. Compensation: Section 4, Compensation, is amended so that the maximum amount of compensation payable to Consultant is increased by 575,000 from 597,224.74 to $172,224.72 including any applicable state and local sales taxes. The additional compensation shall be paid based upon Work actually performed according to the rate(s) or amounts specified in Exhibit C-3. 4.All terms of the Agreement not explicitly modified herein shall remain in full force and effect and such terms shall apply to Work performed according to this Amendment as if fully set forth herein. lN WITNESS WHEREOF, the Parties have voluntarily entered into this Amendment as of the date last signed by the Parties below. 1 2. 3 CAG-19-212, Adden #3-20 CITY OF RENTON CONSUTTANT Welsch President (2'7- ht?r Armondo Pavone Mayor Date Attest Date Jason A. Seth City Clerk Approved as to Legal Form By: Shane Moloney Renton City Attorney contract Template u pdated 01-15-2020 e Paet2 or 2 12/14/2020 Approved by Cheryl Beyer via 12/9/2020 email !cDl Statement of Work Project Name Client Name Client Contact I nformation Cities Digita! Project Manager Exhibit A-3 Public Works Record Drawings Scanning Project City of Renton, Public Work Department Teresa Phelan Patrick Welsch Project Background Overview: A scanning project for the Public Works department will include the record drawings currently being stored at Cities Digital. The types of files being scanned include color and black & white record drawings. Files will be indexed per indexing rules below and imported into Laserfiche. Files will be either shredded in accordance with state regulations or boxed and returned to client. This will be determined later. Project Goals Number Goa! 1. Convert record drawings and plans to imaged content in Laserfiche. 2. Control output for consistent, acceptable quality. 3. Complete project before 72l3Ll2O2L. Requirements Number 1. 2. 3. 4. 5. 6. Number 1. Requirement lmage quality scanned at 300 DPI Each drawing to be scanned individually with or without the hanging tag. Plans containing color related to the pipe or schematics, even when written in pen, will be scanned in color. Drawings containing no color except title block or stamp will be scanned in Greyscale. lndexing to follow schema outlined by the City in the Record Drawings Scanning Rules found below. lmportation into existing Laserfiche system Scanning to be done to the specifications and standards of Washington State law (including TIFF images and OCR) unless City requirements are greater. Deliverables Deliverable & Function Project setup, sample scans and indexing review with approval. Product/Service Scanning / lndexing Time Estimate 3 Days 02019 CDI I www.CDl.support I Support 855-714-2800 I DCDI Statement of Work 2. 3. 4. Laserfiche Volumes with images and indexing Scanning report Report from Laserfiche of current record drawings scanned at less than 300 DPI Laserfiche Volumes imported into City's Laserfiche system Export Content Quality Document Exporting Content 5 Months 1 Day 1 Day 5 1. 5. berNum lmport Content l Day Assumptions Number Assumption lndexing schema will consist of data imported from existing digital data and manually typed indexing fields. Content will be indexed using the City's scanning rules. lmages will be scanned in bi-tonal TIFF with the exception of drawings that have color, will be scanned in color. All drawings that do not have enough information to be indexed, will be scanned into an exception report and forwarded to City staff to review and decide next steps. During the scanning project, the City may request documents by phone or email and Cities Digitalwill make them available via digital download within two days. 2. 3. Acceptance Criteria Acceptance Criteria Spot check of images show image quality consistent with physical records lndexing matches defined schema Data has been imported into Laserfiche and index data mapped to Laserfiche fields Storage and Destruction Cities Digital will store the scanned record drawings in a secure, climate-controlled environment protected from water damage and dust as currently being stored at Cities Digital offices. Cities Digital will store the record drawings at no charge during the scanning and for at least 3O-days after the scanned drawings are uploaded into Laserfiche. After the free storage has elapsed, the City will pay Cities Digital to keep storing the record drawings in a secure, climate-controlled environment for up to 12 months. The City of Renton may request the record drawings be returned to the City, at an additional expense (actual delivery costs) to the City or be destroyed at any time. lf the City requests the record drawings be destroyed they will be shredded by Cities Digital and the actual shredding costs will be charged to the City. Cities Digital will arrange for a certified shredding company to shred the record drawings and the certificate of shred will be submitted to the City. The City understands that the scanned drawings will not be re-bound for storage. lf after the 12 months of storage, the City has not requested the record drawings be returned to the City, Cities Digital will destroy the record drawings as described above. 1. 2. 3. @2019CD| | www.CDl.support I Support 855-714-2800 2 DCDI Statement of Work Record Drawings Scanning Rules Indexing Steps lnformation needed for indexing: o Project Number - Steps 1-4 (SWP-27;WWP-27; WTR-27; TED-40; TRO-41; etc') o Project Name - Step 5 (if directed in Steps 3 and 4) o Date Range - Step 6 o Sheet number of drawing - Step 7 (2 of 30 or 2130]. Please refer to the PDF copies for examples, as directed in each step. (While most of the PDFs contain examples of each step, the PDFs listed in each step have the best examples.) L. Project Number - Major Label - lf FileSys code on it, use that - SWP-27-xxxx; WWP-27-xxxx; WTR- 27-xxxx;TED-4O-xxxx, TRO-4l-xxxx; etc. (See PDF #1 Major Label for location)' Water: WTR-27-xxxx (number for a Water CIP project) Wastewater: WWP-27-xxxx (number for a Wastewater CIP project) Surface Water: SWP-27-xxxx TED4O-xxxx TRO-41-xxxx (number for a Surface Water CIP project) ( Roads/Storm projects) (Tra nsportation projects) lf the major label contains any of the data listed above, move to ltem #6 to add the date range. lf no major label on drawing, move to ltem #2 for minor label 2. Project Number - Minor Label - lf no major label information exists, please use the minor label information (see PDF #2 Minor Label for location). This information may be listed as: S-xxxx, W- xxxx, D-xxxx, T-xxxx, and R-xxxx. Water: W-xxxx (old number for Water CIP projects) This number equals the new Water FileSys number: WTR-27-xxxx Wastewater: S-xxxx (old number for Wastewater CIP projects) This number equals the new Wastewater FileSys number: WWP-27-xxxx Surface Water: D-xxxx (old number for Surface Water CIP projects) This number equals the new Surface Water FileSys number: SWP-27-xxxx R-xxxx (old number for Roads/Storm projects) This number equals the new Roads/Storm FileSys number: TED-4O-xxxx @2019 CDI I unrvw.CDl.support I Support 855-714-2800 3 DCDI Statement of Work T-xxxx (old number for Transportation projects) This number equals the new Transportation/Storm FileSys number: TRO-4l-xxxx The number should be four digits. lf the number listed in the minor label location only lists two or three numbers, then zeros should be added between the letter and the number to equal four numbers. For example: 567 should be entered as 5-0057 or 50067, and 5105 should be entered as S-0105 or S0105. lf more than one project number all of them should be listed (see PDF #8 Multi Projects). lf the minor label contains any of the data listed above, move to ltem #6 to add the date range. lf there is no major label information and no minor label information, move to ltem #3. lf the minor label is not in the format listed above (see PDF #3 Minor Label), move to ltem #3. 3. Project Number - New Label - lf no useable information is in the major and minor label locations, use the information listed in the new label location (see PDF #4 New Label and #5 New Label for possible locations). The location of this number differs depending on available space. The number could be four digits. lf the number only contains two or three numbers, add zeros between the letter and the numbers to equal four numbers. For example: S57 should be entered as 5-0067 or 50067, and 5105 should be entered as 5-0105 or 50105' lf more than one project number listed all of them should be listed (see PDF #8 Multi Projects). lf the new label contains any of the data listed above, move to ltem #5 to add the project name lf there is no information listed, move to ltem #4. lf the information not in the format listed above, move to ltem f4. 4. Project Number - New Label 4 - lf no useable information can be found in any of the label locations listed above in Steps L,2 or 3, use the information listed in the new label location (see PDF #4 New Label, #5 New Label, #6 Date for possible locations). The location and number sequence differs depending on available space. The number could be a letter followed by a series of numbers and/or letters. For example: R- 179208 found on PDF #1 Major Labels. Or The number could be written as two numbers - one number - two numbers. For example: 19- 4-13 as listed on PDF #1 Major Label or #4 New Label. @2019 CDI I www.CDl.support I Support 855-714-2800 4 DCDI Statement of Work Or The number could be written as digits only. For example: 1660 as listed on PDF #6 Date. lf more than one project number is listed then all of them should be included (see PDF #8 Multi Projects). lf no label information, move to ltem #5 to add the project name. lf a project number is located, move to ltem #6 to add the date range 5. Project Name - Add project name found on the drawing. The name may appear in different locations on the drawings. (See PDF #L Major Label, #7 Date for possible locations.) Depending on where the legend of the drawing is the project name location could be located on any of the corners, sides, or top/bottom. After adding the project name, move to ltem #6 to add the date range. 6. Date Range - List the earliest date on the plan and the latest date (see PDF #6 Date and #7 Date for possible locations). Earliest date - The earliest date should be when the plan was approved and not the date on the Professional Enginee/s signatu re. Latest date - lf there is an as-built or as constructed date use that date for the latest date (see PDF #6 Date). NOTE: Do not use the "date scanned" (see PDF #1 Major Label)' After adding the date range, move to ltem #7 to add the sheet number, 7. Sheet Number - List the sheet number of the drawing. lt usually is located in or near the legend box of the drawing. The sheet number may be listed as either 3 of 23 or C 1L (see PDF #5 Date and #7 Date for examples). lf it is sheet 3 of 23, please list it 3 of 23 or 3/23. lf the sheet number is listed as C 11, please use C l-1. After adding the sheet number to the indexing data, the drawings are ready to scan. Please note: . A project may have two sets of drawings - construction drawings and as-built drawings. They may have the same number of sheets/title/project name, but will have different date ranges. We need both sets of drawings scanned. These directions may be updated by the City, as neededa @2019 CDI I www.CDl.support I Support 855-714-2800 5 !cDl Statement of Work dfzw179?1*1frA' ,el0)D2(rr9zr lffN tr,3@6@Yw*BT6 trc.tullnEwM I it a I a o c Y q: -f fl I O2019 CDI I www.CDl.support I Support 855-714-2800 ffiMajor Label t, ! 100 a 5.=J.Lrl t #zMinor Label .\nIttl NCOQD CaitrnucrroN DFAWilB d 6 DCDI Statement of Work .i*.fu*EEWO&AxO weds@.PBaY6 f,wEB r"dv'.om, rblg@7r$*N4R WP27@7EMn 02019 CDI I www.CDl.support I Support 855-714-2800 rl \ .3 Milrof, {14?w ! &. r' i#$ .rr,LS,beI t.- I 7 Wor+r I il I I I I \ I #6 Date t s Ir F tul !t @2019 CDI I www.CDl.support I Support 855-714-2800 CDI Statement of Work r TI: \ L s({ .EW6UPTE@I@(ESH B !cDl Statement of Work EfuW)Mo@r@hrm si:rm H^EbrE^wr 02019 CDI I www.CDl.support I Support 855-714-2800 .a' &I ,sao t:lrt: T[:|.-.1t -.t7fi .,:,.* *,,-* I !cDl Statement of Work Exhibit B-3 Milestones & Schedule Dotes ore approximote Sample scans delivered: tlLL/2021 Scanning to start after sample scan approval: Ll25l202L Upload to Laserfiche: 6/301202t Free storage of record drawings (during scanning and 30 days after they are uploaded to Laserfiche) ends 7l3O/202L Disposition of record drawings: 713012022 or sooner as requested by the City 02019 CDI I www.CDl.support I Support 855-714-2800 10 DCDI Statement of Work Exhibit C-3 Cost Estimates The City will be charged the actual qudntities of record drowings that ore scanned based on the imoge size, color, and indexing, The cost estimate below is based on estimated quantities and shows the omount chorged per size images ond per chorocter for indexing. S14,850.00cD294t22s00s0.66 Document Scanning - E Size (Price per image) - Black and white, 300 DPI S17,soo.oocD294L8750s2.oo Document Scanning - E Size (Price per image) - Color,300 DPl, estimated 20% of pages S19,131.82cD2947955591$0.02 lndexing (Price per Character) - Follow City guidelines for first, second, third, fourth primary labels and data, enter description for some of the plans. Label page numbers per sheet. 2/3 drawings x 15 chars (averaged over multiple pages per plan set) U3 drawings x 80 chars (averaged over multiple pages per plan set) cD2948 260 s3o.oo S7,8oo.oo Prep Services (Price per hour) - Estimated additiona! time reading each sheet, review indexing compare and follow indexing plan. cD2990 4 S17s.oo s700.00 Professional Services- 1. Generate a report of all sheets scanned at less than 300 DPI that exist in Laserfiche archive that require replacement and scanned drawings not currently in Laserfiche. 2. Export metadata associated with scanned drawings to scanning report. S1,4oo.oo Professional Services - Miscellaneous, as requested bvthe CiW cD2990 s17s.00 So.oo so.oo Professiona! Services - Write workflow to import scanned drawings into laserfiche cD2990 1 S8oo.oo Document Scanning - Onsite document shredding of plans. Shredding is billed by the pound by Cities Digital's certified shred partner.cD8070 8000 So.ro So.oo Mylar box storage (per month) - While Scanning - No Charge - includes five months during scanning and one month after scans are uploaded to Laserfiche 6 So.oo L2 Ssoo.oo S5,ooo.oo Mylar box storage (per month) starts 30 days after the scans are uploaded to Laserfiche. s68,181.82Services Subtotal s58,181.82 So.oo S6,818.18 s75,000.00 Unit PriceProductProduct lD Quantity Subtotal Freight Tax TOTAL @2019 CDI I www.CDl.support I Support 855-714-2800 Ext Amount Services 8 11