HomeMy WebLinkAboutAgreement_General_5/8/2025_MCCi 4 SCANNING ORDER
Quote 35620(the "Order") is entered into as of '"*AC3 . ("Order Effective Date"), by and between MCCi and Client and is hereby
incorporated into the Master Agreement and made a part thereof.If there is any conflict between a provision of the Master Agreement and this
Order,the Master Agreement will control.Any capitalized terms not otherwise defined herein shall have the meaning set forth in the Master
Agreement,This Order supersedes any previous quote or proposals received.
IN WITNESS WHEREOF,the Parties hereto have caused this Order to be executed by their respective duly authorized representatives as of the
Order Effective Date.
MCCi,LLC("MCCi") THE VILLAGE OF TEQUESTA("Client')
Signed: Signed:
Name: Name: LH11`G'1
Title: Title: t�M�1(!RnaVr
Date: U
Date: 4- -�
Order- MLA version 2021.08 Page 1 of 9
PROJECT SCOPE
GENERAL DESCRIPTION
............
DOCUMENT SIZE 16MM Roll film,35MM Fiche,35mm Roll film
................................................_............................-........--_.........__-..............................._.......-_.................................................................................................................................-...-......._.............................................................................
�
• Various
_..._.._.._ _..._.._____.............--v...,_........_-._......---_......_....._ _._.._ _ ............__....._.....
_.-.._
DocuMENTTYPES Minutes, Permits, Contracts, HR Files
• • ' •LL/FiCHE COUNT 1 -35mm Roll
19-16mm Rolls
20-35mm Fiche
- - - -- __ ---— ......_.... --____----_._-------------_ - _...........--......................._...-- ---COUNT --
IMAGE 800- 35mm Roll Film Images
52,250- 16mm Roll Film Images
70-35mm Fiche Images
IMAGES PER
800 images per 35mm roll
• ' • 3.5 images per 35mm fiche
2,750 images per 16mm roll
DOCUMENT PREPARATION
STORAGECURRENT •• Film was stored in a box at the State Archives in Tallahassee
--...._........................_�_. __ _- _-- - ........_.. -._....._.............. - -----
CONDITIONS OF DOCUMENTS Film has been stored in climate controlled environment and is in good condition.
IMAGE PROCESSING & INDEXING
DPI = COLOR 300 DPI, Black&White -
........................_....__.................._...................---_....__..__..................----__...._._................................._............_............__-----------_-................-------_-----------
......-__.................._....................
NUMBER OF • • Up to 1 Field
...............................................-----. ..........-------------------_........_.................._ -----......-...............__....--------...._.._......_..-----------...._.._.._-....__......-- _......_.........--...............
;
DOCUMENT NAMING Roll Number and Name
CONVENTIONTitle on top of Fiche
_.._.. _ __...-......._._. -..__-........ ._......
FIELDS • : Roll Number and Name
I
Titleon top of Fiche _._.._..._......___.................— ....._._... ...................._......._.._......... ......._--------------..—..........._...._.._ ..--..-......._.............__<
OPTICAL CHARACTER Not Included
RECOGNITION
_-__.......__—...._......._.__..._.___.............__......____.._......__..._.._. __..-__-........._.............._...._._.............
_......_
IMAGE OUTPUT
DELIVERY METHOD Secure FTP Transfer
...__.._...__................._.�..........._.._..__......_._..................._._.._.__....................._._....... .. .--...
• Laserfiche Briefcase TIFF/PDFs
MATERIAL HANDLING
_ .._....----......_......._...___....__ ........_.__...... ....__.._.......................... ..._._.._............_.__......._.......................-- .._.._.._.._...
LoGISTICS MCCi has the box and will ship insured to our microfilm imaging p artner.- I
_ .. ......... _.._. _._._.._..._...__... _....____ _ ........._.._. ........- .._ , -...._ _
• MCCi has the box and will shi insured to our microfilm ima in partner.
PHYSICAL DOCUMENTS
Secure Destruction
The Scope above has been provided and/or confirmed by Client. Both Parties agree that the estimated Pricing defined
herein is based on the Project Scope and the following assumptions. if documents are not as initially represented,
additional charges will apply. MCCi will call for authorization to proceed with the project.
Order- MLA version 2021.08 Page 2 of 9
MILESTONES, TASKS & DELIVERABLES
Milestone TASKS/Deliverables
Tasks•
Client's MCCi salesperson will set up a project kickoff call. During the kickoff call,the MCCi
team will walk Client through the project scope and contract. Requirements, timeline,
pickup and delivery, and other project specifics will be discussed with Client.
Client Deliverables,
• All documents will be boxed and securely closed.
• Boxes will not exceed 40 Ibs each
. Boxes will need to be 95%filled or less
• Boxes will need to be accessible without the use of stairs
• Boxes will need to be clearly labeled
• Boxes will only contain one document type per box
• Items that do not need to be converted are removed from the boxes
• Clientwill furnish MCCi with all hardcopy/electronic documents for its use in preparing
the document imaging project for conversion
Assumptions.•
MCCi may utilize Basecamp to communicate with Client on a regular basis about project
progress, issues, etc.
MCCi may not conduct Client kickoff for continuations of existing project(s).
Tasks.•
Once Client documents are brought into MCCi facility and reviewed,the MCCi team will scan
a sample of Client's documents. MCCi will select settings based on the Project Scope, and
to make sure Client's documents are being digitized in a manner that preserves as much
detail, clarity,and quality as possible.
MCCi will deliver these sample scans to Client electronically for review. Once Client agrees
that the sample scan quality is satisfactory,the MCCi team will proceed with the rest of the
project.
Client Deliverables.
Client will need to approve or deny image quality samples within two (2) business days of
electronic delivery. Delays in approval may cause significant delays in project timeline.
Assumptions:
Sample scans may not be needed if MCCi and Client have previously worked on similar
conversion projects together. _
Order- MLA version 2021.08 Page 3 of 9
Deliverable:
At regular intervals(typically monthly),the MCG team will electronically deliver the digitized
documents that were finished in the previous period.
Client Deliverables.•
• Client is responsible for filing of all documents in their document management system
• Client will have 60 days from the date of the last data delivery to review deliverables,
after this time period MCCi will not be held responsible for any quality issues
Assumptions:
Billing will occur upon completion of this milestone.
These documents will have gone through MCCi prepping, scanning, and quality control
processes.
The delivery schedule will vary based on the size and scope of project.
Tasks•
Once the last finished product delivery has taken place,Client's documents will be returned
or destroyed in the fashion indicated in the Project Scope. Documents will continue to be
treated with care until they are in Client's possession or destroyed.
Documents will be returned to Client in the order they were received, but they will not be
placed back into their file folders/envelopes or be re-prepped (unless specifically stated
otherwise in the Project Scope). Folders/envelopes may need to be cut for processing.
If Client has chosen to have MCCi destroy their documents(as opposed to being returned),
/ Client will receive written notification that the documents have been destroyed.
Client Deliverables:
Client should review all returned documents within 30 days of return, to ensure all
originals are back in their possession.
Order- MLA version 2021.08 Page 4 of 9
PRICING
3717 Apalachee Parkway,Suite 201 Bill/Ship to: Lori McWilliams
Tallahassee, FL 32311 Imcwilliams@tequesta.org
850.701,0725 cc AP Contact: ImcwiIliams@tequesta.org
850.564.7496 fax
Client Name:The Village of Tequesta Quote Date:April 8, 2025
Client Address: 345 Tequesta Drive,Tequesta, FL 33469
Quote Number: 35620
Order Type:Scanning
MCCII SCANNING SERVICES
[�( 35mm Microfiche Per Image(<25,000) *$100 Minimum 70 $1.086 $1.0318 $100.00
Charge & Minimum 6 Images per Fiche
[✓� 16mm Microfilm Per Image(< 100,000)*$100 Minimum 52250 $0.042 $0.0400 $2,090.00
Charge
35mm Microfilm Per Image(<25,000)*$100 Minimum 800 $0.134 $0.1277 $102.16
Charge
Q Indexing Fields Per Index(< 1,000) 40 $0.505 $0.4800 $19.20
Q Microfilm/Fiche Inbound Shipping 1 $414.000 $393.3000 $393.30
Microfilm/Fiche Secure Destruction 1 $30.000 $28.5000 $28.50
35mm Microfilm, Secure Destruction, Per 52 Rolls 1 $30.000 $28.5000 $28.50
Q Project Management for Scanning 1 $225.000 $213.75 $213.75
Scanning Services Subtotal $2,975.41
TOTALGRAND $2,975.41
TOTAL SCANNING PROJECT COST
All Quotes Expire in 30 Days
This is NOT an invoice. Please use this confirmation to initiate your purchasing process.
Project must be received in its entirety within 90 days of contract execution or pricing is subject to change
Volume Rates-The initial pricing is based on the estimated volume of documents anticipated to be processed.This
estimate is used to determine the preliminary rates. Final billing will be determined based on the actual volume of
documents received and processed, as seen in the rate table contained within this agreement. In cases where the
actual volume falls below or exceeds the expected range, pricing adjustments may apply. Should the final volume
surpass orfall below certain pre-defined thresholds,the agreed-upon rate may be revised to reflectthe actual volume
processed,with any resulting price changes incorporated into the invoice.
Order- MLA version 2021.08 Page 5 of 9
Government Not-to-Exceed Scanning Pricing
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Agns
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Large Format $1.672 per addition •scanning rate for
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Large Format,per C•
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16mm Microfilm,per 90 rolls $414.00
35mm Microfilm,per 52 rolls $414.00
Microfiche,per 3,000 fiche $414.00
BILLING SCHEDULE
Deliverables will be billed monthly for work completed during the previous month. Client is responsible for all images
processed by the MCCi project team.Any expected overages will be raised with Client before such overage is to occur
so that Client can appropriately make arrangements to accommodate for the overages.
SALES TAX
Sales tax will be invoiced where applicable and is not included in the fee quote above.
Order- MLA version 2021.08 Page 7 of 9
SCANNING ASSUMPTIONS
The following assumptions serve as the basis for this SOW. Any service or activity not described in this SOW is not
included in the scope of services to be provided. Variations to the following may impact this SOW's cost and/or
schedule and require a change order.
DELIVERABLE ACCEPTANCE CRITERIA
Both Parties acknowledge that the acceptance period noted herein is in conflict with the Master Agreement and
the terms defined within this agreement take precedence.
MCCi's delivery of a Deliverable to Client shall constitute that MCCi has conducted its own review and believes it
meets Client's requirements.
MCCi's acceptable error rate will be less than 0.5%for the overall project, unless otherwise stated in writing. MCCi
cannot be accountable for records not reflected in the original inventory report provided by Client. MCCi will
correct only those valid discrepancies above the acceptable error rate reported within the Acceptance Period
(defined below).
If Client, in its reasonable discretion, determines that any submitted Deliverable does not meet the agreed upon
expectations, Client shall have 30 days after MCCi delivers the Deliverable to Client(the "Acceptance Period")to
give written notice to MCCi specifying the deficiencies in reasonable detail.
MCCi shall use reasonable efforts to promptly resolve any such deficiencies.
Upon resolution of any such deficiencies,MCCi shall resubmit the Deliverable for review asset forth above.
Notwithstanding the foregoing, if Client fails to reject any Deliverable within 30 days,such Deliverable shall
be deemed accepted.
GENERAL
Charges apply on a per project basis and are dependent upon size and volume of documents. MCCi requires
having the entire project in bulk, rather than in small quantities. Breaking the project into smaller quantities will
affect the volume pricing, and additional charges per image may apply. A sample may be required prior to
confirming large volume job pricing.
Client agrees that the work described herein represents MCCi's current best estimate and is subject to possible
change due to circumstances beyond MCCi's direct control and/or new or additional information discovered
during the course of the project. Further, Client understands and acknowledges that MCCi's ability to meet such
work schedule is dependent upon, among other things, the accuracy of the assumptions and representations
made by Client, the timeliness of Client business decisions, and the performance of Client and Client's vendor
personnel in meeting their obligations for this project and in accordance with this Order.
MCCi maintains partnerships for the purpose of offering additional capacity and flexibility in meeting Client
expectations. In the event partners are used for a project, the management and support of the project will be
handled directly by MCCL Physical documents will never leave the United States, but our partners may utilize
offshore resources to handle document indexing, quality control,and other processes.
Through the course of this project, MCCi may choose to utilize the third-party service Basecamp
(http://www.basecamp.com) for project management and team collaboration. Documentation and
correspondence exchanged between MCCi and Client may be stored in Basecamp.
Client is responsible for creating and operating any workflows needed to import and/or organize data.
DOCUMENTS
rA Client understands that MCCi will process every image supplied to MCCi by Client as furnished. Client is
responsible for removing any documents before shipping to MCCi for processing.
Order- MLA version 2021.08 Page 8 of 9
Client will furnish MCCi with all hardcopy/electronic documents for its use in preparing the document imaging
project for conversion. Upon completion of scanning, MCCi will return the documents to the Client in the order
as received from Client but not placed back into their file folders/envelopes or re-prepped unless specifically
stated otherwise in the Project Scope.
Client is required to package all materials per MCCi's instructions prior to shipment/delivery of materials to MCCi's
facility. If Client chooses to utilize MCCVs pickup and delivery service(offered in select states), pricing is based on
picking up the entire project described in the scope of services in one(1)shipment unless stated otherwise in the
scope of work.At the time of updating or if additional trips are required due to Client not having all the documents
ready for pick up, additional charges will be applied. If Client chooses to ship via a certified carrier, Client incurs
all shipping costs.
MCCi will extract images contained on film/fiche and migrate them to Laserfiche or to another industry standard
format as requested by Client.The images will be captured based upon the reduction ratio and threshold between
the beginning and ending of new images on the original film. MCCi is not responsible for the accuracy of existing
image quality, such as black borders, skewed images, blurry images, non-legible images, continuous images, or
other errors that are not controllable by MCG. Unless otherwise specified in the Project Scope, MCCi will index by
the roll/card number or unique identifier.
DOCUMENT & DATA STORAGE
• MCCi's facilities contain secure rooms for hardcopy"work in progress"document storage. MCCi will arrange for
the return of hardcopy documents to Client after completion of scanning. If documents reside at MCCi facilities
for a period longer than 90 days after converted electronic data is delivered to Client, storage charges of$5.00
per cubic foot per month will apply.
• MCCi is not responsible for maintaining a copy of Client data,with the exception of clients who subscribe to MCCi's
Online Document Hosting Services. MCCi periodically reviews and deletes Client data from previous projects.The
timing of the periodic review and deletion of data is at MCCi's discretion. If Client requires MCCi to delete copies
of its data prior to MCCi's standard process of deleting data,Client is responsible for submitting an official request
in writing and for obtaining confirmation of data deletion.
LASERFICHE
Laserfiche system clients with a pre-existing template(s) are required to supply MCCi with a Laserfiche Briefcase of
their current template(s) prior to each scanning project.
LIMITED LIABILITY
If the Master Agreement is silent on each Parties'limited liability, liability is limited to the amount of dollars received
by MCCi directly associated with this Order.
Order- MLA version 2021.08 Page 9 of 9