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HomeMy WebLinkAbout18-115 Resolution No. 18-115 RESOLUTION AUTHORIZING EXECUTION OF A PURCHASE AGREEMENT WITH IMAGING OFFICE SYSTEMS, INC. TO CONVERT MICROFILM TO DIGITAL IMAGING BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and directed to execute a Purchase Agreement on behalf of the City of Elgin with Imaging Office Systems, Inc. to convert microfilm to digital imaging, a copy of which is attached hereto and made a part hereof by reference. s/ David J. Kaptain David J. Kaptain, Mayor Presented: October 24, 2018 Adopted: October 24, 2018 Omnibus Vote: Yeas: 8 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk PURCHASE AGREEMENT THIS AGREEMENT is hereby made and entered into this 24 day of October , 2018, by and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as "City") and Imaging Office Systems, Inc., an Indiana corporation authorized to do business in the State of Illinois (hereinafter referred to as "IOS"). NOW, THEREFORE, for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby mutually acknowledged, the parties hereto hereby agree as follows: 1. City shall purchase, and IOS shall sell to City the goods and/or services described by Attachment A, attached hereto and made a part hereof. 2. This agreement shall be subject to the terms and conditions contained herein and as provided by Attachment A. 3. This agreement is subject to and governed by the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any rights arising out of or in connection with this agreement shall be the Circuit Court of Kane County, Illinois. IOS hereby irrevocably consents to the jurisdiction of the Circuit Court of Kane County, Illinois for the enforcement of any rights, the resolution of any disputes and/or for the purposes of any lawsuit brought pursuant to this agreement or the subject matter hereof; and IOS agrees that service by first class U.S. mail to Imaging Office Systems, Inc., c/o Timothy P. Bryne, 999 Plaza Drive, Suite 675, Schaumburg, IL 60173 shall constitute effective service. 4. There shall be no modification of this agreement, except in writing and executed with the same formalities of the original. 5. City shall pay a total sum of$77,637 within thirty (30) days of delivery or city's receipt of invoice, whichever is later. The aforementioned total sum is inclusive of all freight, shipping and applicable taxes. 6. This agreement embodies the whole agreement of the parties. There are no promises, terms, conditions or obligations other than those contained herein, and this agreement shall supersede all previous communications, representations or agreements, either verbal, written or implied between the parties hereto. 7. IOS hereby waives any and all claims or rights to interest on money claimed to be due pursuant to this agreement, and waives any and all such rights to interest to which it may otherwise be entitled pursuant to law, including, but not limited to, pursuant to the Local Government Prompt Payment Act (50 ILCS 505/1, et seq.), as amended, or the Illinois Interest Act (815 ILCS 205/1, et seq.), as amended. The provisions of this paragraph shall survive any expiration, completion and/or termination of this agreement. 8. The terms of this Agreement shall be severable. In the event any of the terms or the provisions of this Agreement are deemed to be void or otherwise unenforceable for any reason, the reminder of this Agreement shall remain in full force and effect. 9. Notwithstanding any other provision of this agreement, it is expressly agreed and understood that in connection with the performance of this agreement, IOS shall comply with all applicable federal, state, city and other requirements of law, including, but not limited to, any applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal status of employees. Without limiting the foregoing, IOS hereby certifies, represents and warrants to the City that all of IOS' employees and/or agents who will be providing products and/or services with respect to this agreement shall be legally authorized to work in the United States. IOS shall also, at its expense, secure all permits and licenses, pay all charges and fees, and give all notices necessary and incident to the due and lawful prosecution of the work, and/or the products and/or services to be provided for in this agreement. The City shall have the right to audit any records in the possession or control of IOS to determine IOS' compliance with the provisions of this section. In the event the City proceeds with such an audit, IOS shall make available to the City IOS' relevant records at no cost to the City. City shall pay any and all costs associated with any such audit. 10. This agreement may be executed in counterparts, each of which shall be an original and all of which shall constitute one and the same agreement. For the purposes of executing this agreement, any signed copy of this agreement transmitted by fax machine or e-mail shall be treated in all manners and respects as an original document. The signature of any party on a copy of this agreement transmitted by fax machine or e-mail shall be considered for these purposes as an original signature and shall have the same legal effect as an original signature. Any such faxed or e-mailed copy of this agreement shall be considered to have the same binding legal effect as an original document. At the request of either party any fax or e-mail copy of this agreement shall be re-executed by the parties in an original form. No party to this agreement shall raise the use of fax machine or e-mail as a defense to this agreement and shall forever waive such defense. 11. In the event of any conflict between the terms and provisions of this purchase agreement and Attachment A hereto, the terms and provisions of this purchase agreement shall control. The "Terms and Conditions" 1-4 contained in Attachment A are void and shall be of no effect. 12. In no event shall City be liable for any monetary damages in excess of the purchase price contemplated by this agreement. In no event shall City be liable for any consequential, special or punitive damages, or any damages resulting from loss of profit. CITY IN IMAGING OFFICE SYSTEMS, INC. Robert G. Barkley Richar G. Ozal, City Mana er Print Name Docu Signed by: Attes j�/ �� City Cle Signature 653955485F8E46E... VP of Operations Title F:\Legal Dept\Agreement\Purchase Agreement-Imaging Office systems-10-1-1 8.docx 2 ATTACHMENT A Description Remaining 946 rolls.EPD to provide drive(s)and IIU�AGINGx shipping of rolls to BMI Created Date 9/26/2018 Office Systems.Inc. Expiration Date 10/26/2018 Quote Name City of Elgin Police-Digital Reel Quote Number 00003559 Contact Name Russ Matson Phone (847)289-2688 Email matson_r@cityofelgin.org Bill To Name City of Elgin Police Department Created By Tim Byrne Bill To 150 Dexter Ct. Address 999 Plaza Drive,Suite 675 Elgin,IL 60120 Schaumburg,IL 60173 Ship To Name City of Elgin Police Department Phone (224)265-7646 Email tbyrne@myios.com Sales Product Code Quantity Product Line Item Description Price DR-100 300D 946.00 Digital Reel Grayscale Scanning of 1 00'duplex $82.00 microfilm at 300 dpi 'MISC 1.00 MISC Film Repair-if required ; $65.00 Any technical assistance required will be$235 per hour MISC 1.00 j Misc Labor $0.00 with a 2 hour min. Terms and Conditions 1. All invoices shall be due and payable with terms of net 30 days from date of invoice, and shall thereafter accrue interest, until paid,at the lesser of 1.5%per month or the maximum interest rate permitted under applicable law. 2.If any sales,excise, occupation,or use tax is applicable to this transaction,the amount will be added to the price stated herein. 3.This agreement may be signed in counterparts,each of which will be deemed an original and all of which together shall constitute one and the same agreement.A facsimile signature of one or more of the parties hereto shall be deemed an original signature. 4.An additional fee of 2.25%will be added if payment by credit card. Grand Total $77,637.00 Date: Signature IMAGINGS Office Systems,Inc Imaging Office Systems(IOS)is pleased to provide the Elgin Police Department(EPD)with a Digital Reel proposal to electronically view,search and retrieve images from microfilm. The EPD has approx. 240 rolls of microfilm. Digital Reel will provide access to the microfilm images for the EPD staff and replace your discontinued reader printer. Digital Reel is a cost effective alternative to traditional to microfilm conversions and is an excellent system for EPD staff to search and retrieve files. Digital ReeL Overview: Digital ReeL is a unique,but simple solution. It is a software and service solution that provides a strict electronic replica of each microfilm roll,maintaining the original order and the image quality of the analog microfilm. By digitally capturing and displaying the entire length of each roll,Digital ReeL maintains the archival fidelity of the original film record. Digital ReeL utilizes PC technology to directly emulate typical film retrieval and enables users to access and print/email/save images from any digitized roll. Features Benefits The entire width and length of each Provides a complete digital archive. Ensures all images roll of film is scanned including all are captured. No risk of lost/missed images. Lower flashers cost option. Each roll is scanned at 300 dpi Provides highest quality images available. Best of both grayscale and Bi-tonal worlds: Bi-tonal images for primary use,and adjustable grayscale images are available if needed Digital ReeL emulates existing Required training is minimal. Users are already familiar retrieval from film in a PC with existing retrieval methods environment Digital ReeL includes adjustable This feature allows the user to adjust the contrast and grayscale images brightness for optimum legibility. This insures the highest possible image quality.This capability is unique to Digital ReeL Print, Email or Export Images can be printed or emailed directly from Digital ReeL,and/or saved as a TIFF, PDF,GIF,PNG or JPEG and exported into another system Built-in Redaction Allows user to protect sensitive data when printing, emailing or saving. 1 IMAGING Office Systems.Im BMI Imaging Systems Overview BMI Imaging Systems is the software developer of Digital Reel. BMI has been in business since 1958 and the head office is located in Sunnyvale CA. The BMI staff consists of over 100 employees. They convert an average of 3 million images per month and have an installed base of hundreds of content management solutions. Imaging Office Systems is the authorized reseller of Digital Reel in Chicago. Digital Reel is the most cost effective method to search and view case records from large numbers of microfilm rolls. Digital Reel is an affordable,simple and remarkably effective product that bridges microform technology to a digital world,enabling you to create a secure and reliable replacement for your microform archive. Digital Reel includes viewing software,indexes to retrieve the images and converted microfilm images in bi-tonal and grayscale images. Digital Reel is available for 16mm and 35mm microfilm. Digital Reel software includes the ability to search,retrieve,view,email and print from a concurrent software client license. Digital Reel images can be viewed on your current PC workstations. IT support is minimal. Optionally, EPD can host the case images in the"Cloud"if desired. Digital Reel-enables the user to retrieve images on a personal computer as they would from any microfilm reader printer. Digital Reel-allows the user to quickly jump to a given image or scroll the continuous image stream,exactly as the original microfilm would appear.The user may select a single image or multiple images for emailing,faxing or printing. Depending on the quality of film,text Search across all the rolls of film may be possible. Microfilm Characteristics IOS will survey your microfilm to determine film type(simplex,duplex),length,polarity,orientation and approximate number of images. Conversion Requirements • EPD will ship rolls of microfilm to BMI-Sunnyvale CA • Scan each roll of film in bitonal and grayscale • View images in rolling grayscale mode • Capture the entire roll film in a single step • Q/A each roll • Deliver the images on drive provided by EPD • View,search and retrieve images from up to 5 concurrent users • Ability to print or save records individually or by case • Ability to redact and expunge records Environmental Requirements for DR 6.0 Server requirements are as follows: • Web hosting server should have a minimum of 4GB RAM • Windows Server 2008 R2(64bit),Windows Server 2012 R2(64 bit),Windows 7(64 bit)Windows 8(64 bit) and Windows 8.1(64 bit). • Microsoft Internet Information Server 7.5 or better • Microsoft.net Framework Version 4.5 • Microsoft Visual C++2010 Redistributable Package(x64) 2 IMAGINE Office Systems,Im • Microsoft SQL Server 2005 SP3 or greater or Microsoft SQL Express (for installations where the index database will not exceed 10 GB) Text Search Server: Digital ReeLT"can be configured to use two different text search engines depending on the volume of documents processed for text search retrieval in the Digital ReeLT"dataset. M Smaller datasets can operate with a generic text search engine that is installed on the Digital ReeLT"hosting server,thus requiring no additional hardware. 0 Larger datasets will require the installation of an additional database requiring a separate Windows Server. Depending on the size of the text search index,multiple copies of the text search server and database maybe required to improve search response times.The hardware and operating system requirements for a text search server are as follows: o Windows Server 2008 R2(64 bit)or Windows Server 2012 R2(64 bit) o Microsoft.NET Framework Version 4.5 o 4 GB RAM(minimum) o 2 GHZ Quad Core Processor o 50 GB disk space(minimum) Workstation requirements are as follows: • Microsoft Internet Explorer Version 9 or higher,Google Chrome version 28 or higher and Safari version.5.1.9 or better • Mozilla Firefox Version 21 or higher • Java Script must be enabled on the workstation • Additionally, Digital ReeL requires the installation of the Adobe Reader version 7 or higher. Network Connectivity: • Recommended Workstation connection speed:Gigabit Ethernet(1000BASE-T or equivalent). Digital Reel Pricing Image Conversion: • Digital Reel pricing is based on the number of rolls converted-240+ • Full Text Search—optional • Rolling Grayscale-optional • DR6 software licenses-5 named • Annual software maintenance • Installation and Training • Project Setup Terms: Scanning to Basic Digital Reel Roll Film-What is included— • Simple matching of customer inventory list with roll labels(charges may be added if customer has no inventory list) • Photograph roll labels and include at beginning of each digital roll • Limited inspection for physical film damage with minor repair • Scanning of each roll at 300 dpi bitonal and grayscale 3 IMAGING: Office Systems,Im • Locate image boundaries programmatically(will frame to copy board if present) • Creating basic"doc type"retrieval application includes two level breakdown: 1. First—Main Document Type—Police Records and Second—Case Range 2. One document type per roll 3. Roll level indexing(1 roll=1 index)from the roll label • Customer assigned Project Manager Scanning to Basic Digital Reel Roll Film-What is not included— • Pick-up and delivery • Significant film repair or analysis • Removable drive for the images to reside after conversion for delivery • Linking to CAR/any Databases • Retrieval by more than one data element • Creation of an inventory of rolls with each roll equaling all information that would be included in the application...doc type,years,alpha,whatever is required • Extensive image/system CIA In summary the benefits of using the Digital Reel System to view and retrieve Elgin Police Department microfilm images are: 1. Replaces your discontinued Canon reader printer 2. Multiple people can view images 3. Permanent digital archive which will not deteriorate 4. Improves productivity - simple and fast to use 5. Uses your existing workstations 6. Minimal IT support 7. Digital Reel is 1/3 of the cost of traditional conversion services 8. A single repository for all case images Attached to this proposal is a purchase agreement. Don't hesitate to contact me if you have any questions. I look forward to the opportunity to provide a sample to you from your existing rolls of film. Thank you for the opportunity to provide a solution to digitally view and search your case reports. Sincerely, r Document Management Specialist,CDIA+, ECMp 4