HomeMy WebLinkAbout25-255 - Contract - Scanning America - Digitization Services PD Records & Case FilesCity of Tukwila
• 6200 Southcenter Boulevard, Tukwila WA98188
CONTRACT FOR SERVICES
Contract Number: 25-255
Council Approval N/A
This Agreement is entered into by and between the City of Tukwila, Washington, a non -charter
optional municipal code city hereinafter referred to as "the City," and Scanning America , hereinafter
referred to as "the Contractor," whose principal office is located at
Lawrence, Kansas
WHEREAS, the City has determined the need to have certain services performed for its citizens
but does not have the manpower or expertise to perform such services; and
WHEREAS, the City desires to have the Contractor perform such services pursuant to certain terms
and conditions; now, therefore,
IN CONSIDERATION OF the mutual benefits and conditions hereinafter contained, the parties
hereto agree as follows:
1. Scope and Schedule of Services to be Performed by Contractor. The Contractor shall perform
those services described on Exhibit A attached hereto and incorporated herein by this reference as if
fully set forth. In performing such services, the Contractor shall at all times comply with all Federal,
State, and local statutes, rules and ordinances applicable to the performance of such services and the
handling of any funds used in connection therewith. The Contractor shall request and obtain prior
written approval from the City if the scope or schedule is to be modified in any way.
2. Compensation and Method of Payment. The City shall pay the Contractor for services rendered
according to the rate and method set forth on Exhibit A attached hereto and incorporated herein by this
reference. The total amount to be paid shall not exceed $35,000 at a rate of
3. Contractor Budget. The Contractor shall apply the funds received under this Agreement within the
maximum limits set forth in this Agreement. The Contractor shall request prior approval from the City
whenever the Contractor desires to amend its budget in any way.
4. Duration of Agreement. This Agreement shall be in full force and effect for a period commencing
August 26 , 2025 and ending December 31 2025,_
unless sooner terminated under the provisions hereinafter specified.
5. Independent Contractor. Contractor and City agree that Contractor is an independent contractor with
respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be
considered to create the relationship of employer and employee between the parties hereto. Neither
Contractor nor any employee of Contractor shall be entitled to any benefits accorded City employees
by virtue of the services provided under this Agreement. The City shall not be responsible for
withholding or otherwise deducting federal income tax or social security or contributing to the State
Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to the
Contractor, or any employee of the Contractor.
6. Indemnification. The Contractor shall defend, indemnify and hold the Public Entity, its officers,
officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or
suits including attorney fees, arising out of or in connection with the performance of this Agreement,
except for injuries and damages caused by the sole negligence of the Public Entity.
CA Revised May 2020 Page 1 of 4
Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115,
then, in the event of liability for damages arising out of bodily injury to persons or damages to property
caused by or resulting from the concurrent negligence of the Contractor and the Public Entity, its
officers, officials, employees, and volunteers, the Contractor's liability hereunder shall be only to the
extent of the Contractor's negligence. It is further specifically and expressly understood that the
indemnification provided herein constitutes the Contractor's waiver of immunity under Industrial
Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually
negotiated by the parties. The provisions of this section shall survive the expiration or termination of
this Agreement.
7. Insurance. The Contractor shall procure and maintain for the duration of the Agreement, insurance
against claims for injuries to persons or damage to property which may arise from or in connection with
the performance of the work hereunder by the Contractor, their agents, representatives, employees or
subcontractors. Contractor's maintenance of insurance, its scope of coverage and limits as required
herein shall not be construed to limit the liability of the Contractor to the coverage provided by such
insurance, or otherwise limit the City's recourse to any remedy available at law or in equity.
A. Minimum Scope of Insurance. Contractor shall obtain insurance of the types and with the limits
described below:
1. Automobile Liability insurance with a minimum combined single limit for bodily injury and
property damage of $1,000,000 per accident. Automobile liability insurance shall cover all
owned, non -owned, hired and leased vehicles. Coverage shall be written on Insurance Services
Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If
necessary, the policy shall be endorsed to provide contractual liability coverage.
2. Commercial General Liability insurance with limits no less than $2,000,000 each occurrence,
$2,000,000 general aggregate and $2,000,000 products -completed operations aggregate
limit. Commercial General Liability insurance shall be as least at broad as ISO occurrence
form CG 00 01 and shall cover liability arising from premises, operations, independent
contractors, products -completed operations, stop gap liability, personal injury and advertising
injury, and liability assumed under an insured contract. The Commercial General Liability
insurance shall be endorsed to provide a per project general aggregate limit using ISO form
CG 25 03 05 09 or an equivalent endorsement. There shall be no exclusion for liability
arising from explosion, collapse or underground property damage. The City shall be named
as an additional insured under the Contractor's Commercial General Liability insurance policy
with respect to the work performed for the City using ISO Additional Insured endorsement CG
20 10 10 01 and Additional Insured -Completed Operations endorsement CG 20 37 10 01 or
substitute endorsements providing at least as broad coverage.
3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of
Washington.
B. Public Entity Full Availability of Contractor Limits. If the Contractor maintains higher insurance
limits than the minimums shown above, the Public Entity shall be insured for the full available limits
of Commercial General and Excess or Umbrella liability maintained by the Contractor, irrespective
of whether such limits maintained by the Contractor are greater than those required by this Contract
or whether any certificate of insurance furnished to the Public Entity evidences limits of liability
lower than those maintained by the Contractor.
C. Other Insurance Provision. The Contractor's Automobile Liability and Commercial General
Liability insurance policies are to contain, or be endorsed to contain that they shall be primary
insurance with respect to the City. Any insurance, self-insurance, or insurance pool coverage
maintained by the City shall be excess of the Contractor's insurance and shall not contribute with
it.
D. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating
of not less than A: VII.
CA Revised May 2020 Page 2 of 4
E. Verification of Coverage. Contractor shall furnish the City with original certificates and a copy of
the amendatory endorsements, including but not necessarily limited to the additional insured
endorsement, evidencing the insurance requirements of the Contractor before commencement of
the work. Upon request by the City, the Contractor shall furnish certified copies of all required
insurance policies, including endorsements, required in this Agreement and evidence of all
subcontractors' coverage.
F. Subcontractors. The Contractor shall cause each and every Subcontractor to provide insurance
coverage that complies with all applicable requirements of the Contractor -provided insurance as
set forth herein, except the Contractor shall have sole responsibility for determining the limits of
coverage required to be obtained by Subcontractors. The Contractor shall ensure that the Public
Entity is an additional insured on each and every Subcontractor's Commercial General liability
insurance policy using an endorsement as least as broad as ISO CG 20 10 10 01 for ongoing
operations and CG 20 37 10 01 for completed operations.
G. Notice of Cancellation. The Contractor shall provide the City and all Additional Insureds for this
work with written notice of any policy cancellation, within two business days of their receipt of such
notice.
H. Failure to Maintain Insurance. Failure on the part of the Contractor to maintain the insurance as
required shall constitute a material breach of contract, upon which the City may, after giving five
business days notice to the Contractor to correct the breach, immediately terminate the contract
or, at its discretion, procure or renew such insurance and pay any and all premiums in connection
therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion
of the City, offset against funds due the Contractor from the City.
A. The Contractor shall maintain accounts and records, including personnel, property, financial and
programmatic records which sufficiently and properly reflect all direct and indirect costs of any
nature expended and services performed in the performance of this Agreement and other such
records as may be deemed necessary by the City to ensure the performance of this Agreement.
B. These records shall be maintained for a period of seven (7) years after termination hereof unless
permission to destroy them is granted by the office of the archivist in accordance with RCW Chapter
40.14 and by the City.
9. Audits and Inspections. The records and documents with respect to all matters covered by this
Agreement shall be subject at all times to inspection, review or audit by law during the performance of
this Agreement.
10. Termination. This Agreement may at any time be terminated by the City giving to the Contractor thirty
(30) days written notice of the City's intention to terminate the same. Failure to provide products on
schedule may result in contract termination. If the Contractor's insurance coverage is canceled for any
reason, the City shall have the right to terminate this Agreement immediately.
11. Discrimination Prohibited. The Consultant, with regard to the work performed by it under this
Agreement, will not discriminate on the grounds of race, religion, creed, color, national origin, age,
veteran status, sex, sexual orientation, gender identity, marital status, political affiliation, the
presence of any disability, or any other protected class status under state or federal law, in the
selection and retention of employees or procurement of materials or supplies.
12. Assianment and Subcontract. The Contractor shall not assign or subcontract any portion of the
services contemplated by this Agreement without the written consent of the City.
13. Entire Aareement: Modification. This Agreement, together with attachments or addenda, represents
the entire and integrated Agreement between the City and the Contractor and supersedes all prior
negotiations, representations, or agreements written or oral. No amendment or modification of this
Agreement shall be of any force or effect unless it is in writing and signed by the parties.
CA Revised May 2020 Page 3 of 4
14. Severability and Survival. If any term, condition or provision of this Agreement is declared void or
unenforceable or limited in its application or effect, such event shall not affect any other provisions
hereof and all other provisions shall remain fully enforceable. The provisions of this Agreement, which
by their sense and context are reasonably intended to survive the completion, expiration or cancellation
of this Agreement, shall survive termination of this Agreement.
15. Notices. Notices to the City of Tukwila shall be sent to the following address:
City Clerk, City of Tukwila
6200 Southcenter Blvd.
Tukwila, Washington 98188
Notices to the Contractor shall be sent to the address provided by the Contractor upon the
signature line below.
16. Applicable Law: Venue: Attorney's Fees. This Agreement shall be governed by and construed in
accordance with the laws of the State of Washington. In the event any suit, arbitration, or other
proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and
agree that venue shall be properly laid in King County, Washington. The prevailing party in any such
action shall be entitled to its attorney's fees and costs of suit.
DATED this 25th day of August , 2025.
CITY OF TUKWILA
_
C
igned by:
Thomas McLeod, Mayor
ATTEST/AUTHENTICATED:
Signed by:
b4 26...
Andy Youn-Barnett, City Clerk
APPROVED AS TO FORM:
Signed by:
c�. Su n,d.
€�199'�A41 ME
Office of the City Attorney
CONTRACTOR:
By: l4e
Printed Name: Brett Benson
Title: Account Executive
Address: 1440 N. 3rd Street
EF-1710-11TWE•• 1 I I
CA Revised May 2020 Page 4 of 4
EXHIBITA
Case file
Scanning filing
August r 202
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"Fable of Contents
Scanning America Overview ..................................................................................................................... 2
Scanning America, Cities Digital, and Laoer0cheContent Management Software .................................. 2
Physical and Technological Security / SOC 2Compliance ......................................................................... 2
CyberLiability Coverage ............................................................................................................................ 3
DisasterRecovery / Hot Site ..................................................................................................................... 3
Overview ofScanning America's Production Methodology ..................................................................... 4
Procedures Specific to the Tukwila Police Department's Scanning Project ............................................. 7
CostEstimate Overview ............................................................................................................................ 9
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Scanning Arnerica. Overview
Scanning America, Inc. was founded in 1989 as a national document scanning company. Since that time,
we have converted billions of images for clients in the US and abroad. Throughout our course, we have
maintained our focus on only providing scanning and indexing services. We believe this provides our
clients with the greatest value.
We have the ability to scan and index almost every type of document that can be found within an
organization, including paper, maps/drawings, microfilm, microfiche, aperture cards, slides/photos, x-
rays and more. We are constantly seeking to upgrade our capabilities and equipment to ensure that we
remain on the cutting edge of technology and remain as competitive as possible.
Scanning America, Cities 11.)igital, an.d. Laserfiche the Content I a.n.a.gern.ent Software
Scanning America partners closely with Cities Digital, to provide document scanning services for their
clients' conversion needs. Cities Digital, is recognized as one of the nation's most successful Laserfiche
VARS. We are proud to have such a professional and knowledgeable ally to partner with.
Scanning America specializes in formatting our clients' digitized files and metadata into either Laserfiche
Attachable Volumes or Laserfiche Briefcases. This allows the client to simply attach the volumes to their
Laserfiche repository. The metadata automatically populates the Laserfiche template fields within the
repository and contains pointers to the corresponding file images.
Scanning America owns and operates a Laserfiche system within our production facility. The only way
that a scanning provider can create the Attachable Volumes and Briefcases is by utilizing the Laserfiche
server software along with the LF client licenses.
Scanning America has performed these services on literally hundreds of millions of images.
11.3hysica.]. an.&1r"echnological Security / SOC 2 Compliance
Scanning America recognizes that security is of utmost importance in dealing with our customers'
records and information. We have many levels of both physical and technological security to ensure
that all our customers' information is strictly secured and protected. The policies and procedures that
we have in place allow us to remain HIPAA and FERPA compliant.
Scanning America is also an SSAE 18, SOC 2, Type II, Certified Vendor. The SSAE 18 standard is the
benchmark compliance report for organizations whose products and services are impacted by
compliance with regulatory and industry standards such as privacy and security regulations. Scanning
America has successfully completed these audits with no exceptions detected, which is the best result
possible. This provides independent third -party verification of Scanning America, Inc. management's
assertion that its policies and procedures are both correctly designed and operating effectively to
achieve the control objectives throughout the specified audit period.
All SAI employees have undergone pre -hire criminal background checks and must sign
confidentiality/non-disclosure agreements.
Physical security includes but is not limited to:
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• All exterior doors require electronic card keys for access
• Professionally monitored alarm system
• 20+ security cameras inside and outside of building (video generated from these cameras is saved
for a minimum of 6 -months)
• Routine evening and night/weekend patrols from private security firm (driving through parking
lot/checking doors to be sure they are locked)
• Non -escorted guests are never allowed in the building
• The production center is staffed 24 hours per day, five days per week
At a customer's request, we will submit for inspection a copy of our Corporate Security Policies, which is
a comprehensive document explaining in detail all the procedures that we have in place to ensure the
confidentiality and safety of our customers' information. We would also be pleased to submit a copy of
our SOC 2, SSAE 18 Audit Results from The Moore Group.
Cyber .11 Jability Coverage
Scanning America carries Cyber Liability insurance. This coverage, through Philadelphia Insurance
Companies, provides First Party and Third -Party protection, including the following:
• Loss of Digital Assets Coverage
• Non -Physical Business Interruption and Extra Expense
• Cyber Extortion
• Cyber Terrorism
• Security Event Costs
• Network Security and Privacy Liability
• Employee Privacy Liability
• Electronic Media Liability
We feel that this additional coverage brings significant value to our customers, as well as to our
organization.
Disaster IRecovery / 11.1 o Site
To ensure seamless disaster recovery and business continuity, Scanning America operates a remote Hot
Site. Scanning America's Hot Site is a disaster recovery location that is set up and ready to go if ever
needed. Scanning America staff can arrive and continue to work immediately. Scanning America's
Hot Site has scanning equipment set up, with current data always available, and all primary data center
functions copied and maintained off site. In addition to scanning equipment, Scanning America's Hot
Site also hosts QC and Data Entry/Indexing workstations.
While having a Disaster Recovery site actively working, in addition to a primary data center, is costly,
those additional costs pay off in providing redundancies should disaster strike, ensuring we can keep our
clients' projects on -schedule.
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Overview of'S�annn.A�[Iro�action. eth.od.�
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Within 10 days of acceptance of our proposal, Scanning America will schedule a meeting with the
client's primary staff members and the team at Cities Digital. The talking points for the meeting will be
project specifications, pick-up scheduling, establishing a starting timeline as well as expectations on
milestone reporting, project completion goals, etc.
Projelct Onboarding and Entry pato Production
• Rebecca Ellison will fly the documents into the MCI airport in Kansas City on August 26th, 2025. A
representative from Scanning America will meet her at the airport to establish the chain of custody
and transport them to SAI's production facility.
• A delivery transmittal sheet will be filled out with a summary of the boxes delivered. It will be
signed by both parties and the original given to Ms. Ellison staff to establish the chain of custody.
• All physical transportation of client documents will be handled by Scanning America Staff Members.
• All SAI staff members and drivers have undergone comprehensive background checks and have
signed nondisclosure agreements.
• SAI is insured for transportation of valuable documents.
• SAI drivers follow Federal Motor Carrier Safety Administration guidelines in terms of number of
hours spent driving per day/per week, etc.
• Documents and media shall be transported in locked containers. For the purposes of document
transportation, a properly provisioned transporting vehicle shall qualify as the locked container.
• SAI will not transfer client containers or documents from one vehicle to another while in route.
• Anytime an SAI employee is not physically loading, unloading, or operating an SAI vehicle containing
client media, the vehicle will be locked and secured.
• SAI staff will attach a bar-coded label to each box/container of client documents prior to loading
into the transport vehicle. Each label will be sequentially numbered and state the client's name and
project number.
• Once the boxes arrive at Scanning America's facility, they will be immediately offloaded into SAI's
climate -controlled warehouse. The documents will be received into SAI's project management
system, eProject. eProject is an internally developed software tool that SAI utilizes to manage all
aspects of scanning projects.
• Scanning America, Inc. has been providing nationwide transportation of our clients' documents for
over 30 years.
Scanning America provides clients with ready access to their files throughout the back -file scanning
process. Scanning America has a constantly monitored email address,
filerequest(cDscanningamerica.com, where clients can initiate on -demand requests for files in Scanning
America's possession. Upon receipt of an on -demand file request, the authenticity of the request is
verified and then the file is located, prepped, scanned, encrypted, and transferred electronically to the
requesting party. This is normally accomplished within 2-4 hours of the request. We understand that
our clients' access to their files is critical to their operations.
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eProjelct
eProject is an internally developed software tool that we use to manage all aspects of scanning projects,
from receiving boxes through shipping deliverables, and everything in between. eProject is our single
repository for project specifications. Having a single repository for project specifications allows our staff
to always have access to the most up to date information.
eProject is also where we monitor the progress of our projects. We can tell which boxes have been
prepped, scanned, indexed, post -processed, QC'ed, delivered, etc. We also track which of our
employees performed each of these functions and what scanning equipment they used. This gives us
the advantage of being able to look at the work of particular individuals and to analyze the performance
of particular pieces of equipment.
Documelnt Prelparation
Document preparation is the first step in the scanning process. This step involves many tasks
that get the paper ready for high-speed scanning, including staple removal, relocation of sticky
notes obscuring information, unfolding oversize sheets, etc. Scanning America also inserts bar
coded file separation sheets during this process to delineate between the beginning and end of
each individual file.
Documelnt Scanning
As the documents are prepped, they are placed into a queue for scanning. Scanning America
uses Kodak scanners. Kodak scanners lead the industry in quality and performance. We have
chosen to use these scanners because they have several key features which make them
excellent scanners for back file scanning. They have very effective paper feeding systems that
reliably feed individual pages of various sizes and thicknesses.
We scan the front and back of every piece of paper. We then view large thumbnails of the images on-
screen to look for blank images. Blank images are deleted, and clients are not charged for them. Also,
during this on-screen review, our staff is looking for images which are not accurate representations of
the source documents. If any are found, the corresponding paper is located, and the page is rescanned
into an accurate likeness of the paper document.
All our scanners have double -feed detection that prevents pages from being missed during the
scanning process. The sensors can detect even the slightest amount of airspace that exists
between any two sheets of paper. It then stops the scanner, and the operator clears the double
feed. All our scanners are regularly maintained by manufacturer -certified technicians and are
cleaned and calibrated multiple times per shift by our own staff.
Ensuring that all Documelnts are, Scannr'ap
Making sure that all documents are scanned is one of the most important parts of any scanning project.
Scanning America has gone to great lengths to ensure that no documents are missed. This process
starts by breaking documents into batches then numbering and bar-code labeling each of the batches.
Each sticker contains project -specific information, including Client Name, Project Name, Project Number
and Batch number. This ensures that batches are always identifiable and associated with a specific
project. These batch numbers are then entered into Scanning America's eProject tool. Within eProject,
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every batch must be logged into and completed by a scanner technician. This ensures that every batch
is scanned.
Image, Quah�y
Image quality is of utmost importance in any scanning project. Scanning America has invested in the
equipment we have deemed the best available. Rather than buying all equipment from a single
manufacturer, Scanning America has identified and acquired the best equipment, regardless of the
manufacturer. Great equipment alone will not ensure excellent quality images. Well-trained employees
are required to get the most from the equipment. All Scanning America employees that operate
scanners have been required to undergo training on the scanners and demonstrate core competency in
operating their equipment. Scanner operators must also be capable of cleaning and calibrating their
equipment.
As the documents are scanned, the scanned images are placed into queue for Image OC and Indexing.
During this process, each scanned image is viewed on-screen by Scanning America employees. Any
images which are determined to be illegible are flagged and in a later process compared to the original
paper to ensure that the image capture is an accurate representation of the source document.
SAI utilizes a double key method for indexing. Any field that needs to be manually keyed will be
done by two different operators keying the same information from two different workstations
while viewing the digitized images on their computer screens. Then, a computer check of the
indexed fields locates any two corresponding fields that do not match. We then have a third
operator verify the correct information and re -key the unmatched indices. These extra steps
allow us to maintain the highest level of accuracy.
SAI will utilize a data extract provided by the client to automatically link the additional metadata
fields required. This helps to streamline the indexing process while making it as cost efficient as
possible. Utilizing the data extract also provides another validation procedure and further
enhances accuracy.
Image, anal Meltadata Dell velry 1r°or atteld for Attachmelnt to the, ClieInt's 1Lasrlrfichel ConteInt
Mara emeInt Systel
SAI will send rolling deliveries of the client's digitized files in batches as we finish them. Scanning
America will get image and metadata formatting specifications from the representatives at
Tukwila P.D. and Cities Digital to ensure that they are able to be easily ingested into the Tukwila
Laserfiche application. images, data and import files will be delivered via SFTP transfer or
encrypted USB drives.
Post Production Storage, ofDocumelfts
Scanning America offers free 90 -day storage of all source documents that are converted at our
production facility. This gives our clients the time to look at and work with the digitized files before
deciding on the final disposition of original paper files. If clients would like to continue having their
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documents stored, we can provide pricing for long-term storage. The 90 -day storage period begins and
Laserfiche deliverables are provided to the Client.
AAA NAlD CeIrtifield Documelnt Drlstruct on
SAI can provide AAA NAID certified document destruction after all the conversion services have been
completed. An authorization form outlining the specific documents to be destroyed is sent to the client.
Once the client has signed the destruction order, the documents are destroyed and the NAID
certification is forwarded to the client.
Change, Control Prooaks
Scanning America, Inc., is the service provider that will perform all back -file scanning services outlined in
this RFP response. This engagement does not include any services outside of those described in this
document. Project tasks which are not explicitly identified in this response are considered out of scope.
Project scope changes will be handled through the change control process. Quantities of images are
estimates based on information supplied by the client.
Scanning America's rica's Projelct Manager for, aofl wila Police, Drlpart eInt
Brett Benson has been providing consulting and project management services for his clients' document
conversion projects for over 25 years. He will work on the police department's behalf to facilitate
communication and client satisfaction regarding project goals, specifications, and completion timelines.
Contact Information:
Brett Benson
417-522-6855
brett(@scanningamerica.com
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CJIS Compliance
fiance
Scanning America will provide picture I.D. and signed background consent forms from each employee
that will have access to TPD documents or data. This will allow Tukwila P.D. to perform the background
checks and inform Scanning America of approvals or disapprovals for each employee.
All Tukwila files, photos, negative films, etc. will be separated from any other client projects in a locked
room with key card access. Only employees that have been approved by TPD will have access to the
files. All production procedures, whether with physical documents or electronic data, will be performed
separately from any other projects or staff that have not been approved by TPD. All TPD data on SAI's
network will be encrypted at rest. Once all digitized documents and data have been delivered, and at a
time agreed upon by TPD and SAI, a DOD compliant data wipe will be performed across the entire
network partition that stores any TPD information.
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"f eIntative Production "7che'a ule and Onboarding ofDocumefts into Production
Scanning America will pick up the documents from Rebecca Ellison on August 26th, 2025. The project
will be completed by December 31, 2025. Post -production, SAI will securely store the files in our facility
at no charge until we have a trip that is as close as possible to TPD. This will significantly reduce the
return trip charge. Brett Benson will work with TPD to schedule the return trip.
Optionally, SAI can provide destruction services if TPD should choose to have any documents shredded.
Sticky Notes on Pages
During document preparation, SAI will check under all sticky notes found on pages to make sure they do
not conceal any information. If not, they will be taped down and scanned as part of that page. If it
conceals information, it will be moved to where it does not and scanned as part of the page. If that is
not possible, the note will be taped to a blank piece of paper and scanned in front of the page that it
was on. Sticky notes will not be returned to their original position post -production.
Color Images
Police case files typically contain pages with printed pictures, drawings, notations, highlights, etc. that
need to be scanned in color to produce high quality reproductions of the original paper files. SAI will
scan and deliver all TPD paper files and photographs in color at the department's choice of 200 or 300
dpi. Photo negative films will be scanned at 1,200 dpi in color.
1r°o lde'r Structure, for Case, Files and Scanneld Photos & Nee at ves
All Files will be indexed by the Case Number and Case Type, which is found on the folder of each case or
the first page of the file. In Laserfiche, there will be a folder titled by the case number, then two
separate files within the folder. The first will be the case file and the second will be a file containing the
photos and negatives.
Post Production Proce'da res
After files have been scanned, the pages will be placed loosely in their original order back into their
original file folder. The file folders will be placed back in order in their original box. SAI will return files,
photos, and photo negative films to TPD per their requirements.
CDI will assist with importing files into the Tukwila PD Repository and build automation that will rename
the document, update metadata, and file into the appropriate folder within the repository.
Additionally, CDI will assist with building records management profiles and automation to set retention
on all case files.
Do Not Exceeld Amount
It is understood and agreed that Tukwila Police Department will issue a "Do Not Exceed Dollar Amount"
for the project. Scanning America will stop production then deliver and invoice only up to that amount.
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CostI1"'.st r .a.te Overview
Service Description Cost Estimates Total
Negatives with Paper Documents, and Photos
Prep, Scanning and CIA of 35mm Film Negatives at 1,200
dpi In Color (Sca nning is done at the frame level not strip level.
$ 0.75 perframe
38,007 frames
$ 28,505.25
This pricing assumes 52,771 frames notstrips.)
Prep, Scanning, and CIA of Photos at 300dpi in Color
$ 0.90 per photo
583 images
$ 524.70
Prep, Scanning, and CIA of Documents 11"x17" and Smaller
$ 0.10
55 images
$ 5.50
in Color
perimage
Indexing of Digitized Files by Manually Keying Case
Number (The case type will be automatically linked uti lizing a
$ 0.20 perfile
1,916files
$ 383.20
data extractsupplied by Tukwila P.D.)
Other Services
Scanning America Representative to Meet Rebecca Ellison
at MCI Airport in Kansas City to Transfer Boxes and Provide
$ 195.00
1 trip
$ 195.00
Signed Delivery Transmittal Sheetto Establish Chain of
onetime charge
Custody
Transporting Employees to Douglas County, KS Sheriff's
Department for Fingerprinting to be Submitted to
Tukwila, PD for Enhanced Background Checks (At present,
$ 325.00 per employee
6 employees
$ 1,950.00
the number of employees is an estimate. Actual number
of employees will be charged.)
Creation and Formatting of Laserfiche Briefcases or
Laserfiche Attachable Volumes for Client's Laserfiche ECM
per document
$ 390.00
3 groups
$ 1,170.00
(Cities Digital will provideSAl with proper specifications for Case
group
Files, Validation Files, and Photo & Negatives)
Delivery of Digitized Documents via Client's Choice of
included
included
Encrypted USB Drive or SUP Transfer
$15.60 per requestbased
Scan on Demand File Retrievals During Conversion
15
afterfirst 15/month
on usage
90 -Days Post -Production Storage of Files
included
included
OPTIONAL -AAA NAID Certified Document Destruction
$4.88 per box
optional
Estimated Total Cost
$ 32,733.65
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