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Home My WebLink About001164 Original Contract MMES r Dh� r A K V, $6160 W Cl 04 kk A T no F,iU F T City of Port Angeles Record#401164 SERVICE LEVEL AGREEMENT FOR DOCUMENT PREPARATION AND IMAGING SERVICES THIS AGREEMENT is made and entered into by and (between The City of Port Angeles (hereinafter 'CUSTOMER ")and Cities Digital, Inc (hereinafter"CONTRACTOR "). This Service Level Agreement establishes the understanding for CONTRACTOR to provide document preparation, scanning" and microfilming services. Specific work to be performed shall be described in a separately approved SOW(hereinafter"SOW"), Any additional SOWWs shall be approved in writing, I. SCOPE OF SERVICES 1. CONTRACTOR shall provide document preparation and scanning services to the CUSTOMER upon receipt of a SOW describing the services requested and the documents to be prepared and scanned. The SOW shall thereby be made an integral part of this Agreement. 2, CONTRACTOR shall meet or exceed the quality control,., processing, document preparation, and imaging specifications and standards for the creation of archival public record documents established by Washington State law. It is the responsibility of the CUSTOMER to verify the quality and accuracy of the service performed and to notify CONTRACTOR of any discrepancies within sixty (60) calendar days after receiving the finished worts product for each SOW. Promptly after receiving such notice of any discrepancies from the CUSTOMER, CONTRACTOR will replace deficient work product with product that meets specifications and standards at no charge to the CUSTOMER Any defects or errors communicated by the CUSTOMER to CONTRACTOR after sixty (60) calendar days after receiving the finished work product will incur additional costs. Although each SOW will include an estimated completion date as agreed upon by the parties„ CONTRACTOR shall not be liable for delays in providing services to the CUSTOMER under this Agreement. 4. Nothing in this Agreement shall constitute a guarantee by the CUSTOMER to provide a minimum amount of work or a promise to supply work to CONTRACTOR. a. All records must be delivered in boxes capable of holding their contents with the lid closed. This includes rolled or flat drawings. CONTRACTOR has archival quality boxes with attached lids for purchase. CONTRACTOR has staff available to box CUSTOMER documents on site for an hourly foe equal to the current CONTRACTOR miscellaneous labor rate. 6. CUSTOMER instructions that result in a suspension of work in progress will be charged the current CONTRACTOR miscellaneous labor rate per each hour of downtime for shut down and restart. Once the project work begins„ all questions submitted to the CUSTOMER must be answered expeditiously and no later than one(1) business day to avoid work stoppage. II. TERMS AND TERMINATION 1. This Agreement shall take effect upon the signing of the last required signature. This agreement shall remain in effect until project completion 2. Either party may terminate this Agreement upon a thirty (30) calendar day written notice to the other party. In the event of termination of this Agreement, the terminating party shall be liable only for the performance rendered prior to the effective date of termination. The CUSTOMER shall pay CONTRACTOR within thirty (30) calendar days of receipt of billing for services rendered. Ill. COMPENSATION 1. The CUSTOMER will pay CONTRACTOR for the services provided under this Agreement at the rates in effect at the time a request for work is received from the CUSTOMER and CONTRACTOR creates a SOW :f _ P.855.7141800 F.864.592,7343 20000"Neit Rod Suite 150, Hudson, Ail 54016 which is approved by the CUSTOMER. CONTRACTOR shall maintain the right to increase or decrease the cost of rendering service(s) under this Agreement throughout its lifetime upon a thirty (30) calendar day advance notice to the CUSTOMER. Notwithstanding paragraph 11 above, the CUSTOMER has fifteen (15) calendar days to agree or terminate the Agreement for changes made pursuant to this paragraph 111. 2 CONTRACTOR will send an itemized bill to the CUSTOMER not more than twice monthly, which includes work done in the prior two week period for imaging services detailing charges by SOW number and services provided. CONTRACTOR shall submit invoices to the same address to which notice is sent. 3. The CUSTOMER shall make payment by checks of amount due within thirty (30) calendar days after receiving a properly executed invoice. The CUSTOMER shall make checks payable to Cities Digital, Inc. and send payment to 2000 O'Neil Road Suite 150, Hudson, Wl 54016. 4, Total services under this Agreement shall not exceed $79,762.67 Project Total). This amount can be increased by an amendment to this Agreement signed by both Parties. IV. NOTICE 1 Any notice to be given under this Agreement shall be in writing and may be sent either by registered or certified mail, facsimile transmission , email, or personal delivery . Z Any notice from CONTRACTOR sent to the CUSTOMER shall be sent to the City of Port Angeles 321 E 5th St, Port Angeles, WA 98362 1 Any notice from the CUSTOMER sent to CONTRACTOR shall be sent or delivered to: ORDERS@CITIES,DIGITAL.COM 4. Notice shall become effective upon delivery, three (3) business days after receipt by the sender of a successful facsimile transmission report, or receipt by the sender of an email read receipt, whichever occurs first. V. RECORDS The parties to this Agreement shall each maintain books, records, documents, and other evidence, which sufficienfly and properly reflects all direct and indirect costs expended by either party in the performance of the service(s) described herein. These records shall be subject to inspection, review, or audit by personnel of both parties, or other personnel duly authorized by either party, the Office of the State Auditor, and federal officials authorized by law. All books, records, documents, and other material relevant to this Agreement will be retained for six (6) years after expiration or termination of this Agreement and the Office of the State Auditor, federal auditors, and any persons,duly authorized by the parties shall have full access and the right to examine any of these materials during this period. V1. GENERAL TERMS AND CONDITIONS 1. This Agreement shall not be assignable by either party without written consent of the other party. 2. The ownership of the documents or other items received from the CUSTOMER shall at all times remain the property of the CUSTOMER. The imaging or other products are the property of the CONTRACTOR until payment has been made for the services rendered. 3. The service or product provided by this Agreement shall be either available for pickup or shipped from the CONTRACTOR's facility at 2000 O'Neil Road Suite 150, Hudson, W1 54016. 4, This Agreement shall be construed and interpreted in accordance with the law of the state of Washington. The venue of any legal action brought hereunder shall be in the Superior Court for Clallarn County. n,� 2000 O"Neil Road Suite 150 Hudson,W 54016 P. 651 714,2800 F 866.592,73 43 5. Each party to this agreement shall be responsible for its own acts and/or omissions and those of its officers, employees and agents. No party to this agreement shall be responsible for the act and/or omissions of entities or individuals not a party to this agreement. 6This Agreement may be modified only in writing by the parties executed with the same formalities required to execute this Agreement, 7, If any clause, phrase, sentence, or paragraph of this Agreement is declared invalid or void, the remaining provisions of this Agreement shall remain in full force and effect. 8, If any conflicts exist between the text of this Agreement and any SOW the Agreement shall prevail. AFFIRMATION OF AGREEMENT The parties signing below hereby affirm that they have the authority to bind the respective parties to the terms of this Agreement. No other understanding, oral or otherwise, regarding the subject matter of this Agreement, shall be deemed to exist or to bind any of the parties. This Agreement, together with all of its attachments and subsequent SOW constitutes the entire Agreement. The parties have read and agree to the terms and conditions of this Agreement. CUSTOMER CONTRACTOR TITLE o' ----—-------- DATE FS .......... STATEMENT OF WORK SCANNING SERVICES ""Digif'"il,, 2000 O'Neit Road Suite 150 Hudson,WII 54016 P,651,714,2800 F.866,59Z7343 This SOW is made and entered into by and between the City of Port Angeles (hereinafter "CUSTOMER") and Cities Digital, Inc. (hereinafter "CONTRACTOR"). This Statement of Work (SOW) and exhibit is incorporated into and hereto made an integral part of Service Level Agreement. _CLI_STbM_ER Nicole Bank CUSTOMER Jennifer Veneklasen CONTACT TCONTACT TITLE-- Irk 1 9 4—C TELEPHONE J-7_-4666_-_ TELEPHONE 364 -4 7-463_4-_`-- -_ —bi1dA IL...... _nblan @cityo aus EMAIL Jve,nekla cit of a.us 1. SPECIFIC SERVICE CONTRACTOR shall provide services and staff and otherwise do all things necessary for or incidental to the performance of work set forth in Exhibit A and fuily incorporated herein by reference. Ill. PRICES ............. lljlljj� I D*Mcen Scanning TIER 1(Price um t per image) CD2940 1112500 $5,625.00 9 _ Accounts Payable Document Scanning-TIER1(Price per image) CI 2940 11�iio.(05 �$1,3�7500 Customer Service __r------------T-------------------T_ Document Scanning-TIE I I L CED2940 45000 L00 per image) IL � Payroll Document Scanning-TIER I(Price per image) CD2940 132 $0.05 $6,600.00 Utility Work Order Document Scanning-TIER 1(P:1i1:!1:! per image) CD2940 6511.111"W11,11 11 $0.05 $3,250.00 Journals,Bonds Document Scanning-TIEW,(Price per image) !:D29401311 1 li P I:,�l'' $0.05 $1,687.50 I: T Reconciliation,Accounting Document Scanning-TIER I per image) CD2940 2500 $0.05 $125.00 Reports Document Scanning-TIER per image) CCa2CAL 5000 $0.05 $250.00 Transfer Tickets Document Scanning-TIER 1(Price 2 per image) CIa2Iiii,101 12500 Daily Recap Cillie,,-, Dqta , inti:: 2033 O'Neil Road Suite 150 Hudson,W1 36016 P. 651,714.2800 F 866.5923343 Clt�os[hglaLconl Document.Scanning-TIER 1(Price per dma e) CD2940 480000 l.00 Cash Receipts Document Scanntng-TIER 1(Price Per image) CD294t) 420069 $ .CIS $21FI t13AS Hall Storage Closet Document Scanning_TIER 1(11111 1!!e Per image) CD2940 1111 7i $005 SS,2S0.85 Work Area 3+Filing Cabinets Subtotal ! $72,041.80 Frelght $0,0 $6,051.51 Ill. CONTRACT PERIOD FOR SOW The date of execution, which is the date of the last signature, through project completion IV, SERVICE DELIVERY The above amount is an estimate for the project described in Paragraph I„ Specific Service. If the project received is different than described in the Specific Service or is more complex than originally estimated„ CONTRACTOR will contact the CUSTOMER with a new cost estimate before starting work. After CONTRACTOR has notified the CUSTOMER, the CUSTOMER has fifteen (15) calendar days from the date of notification of accepting the new cost estimate, whereby an amendment to this Agreement will be prepared, or discontinue the project under this Agreement. V. GENERAL TERMS AND CONDITIONS Should an unforeseen event cause a need for CONTRACTOR to exceed the time described in SPECIFIC SERVICE, either by mutual consent a new date of completion will be established by amendment of this Agreement, or the Agreement will be terminated by mutual agreement, VI. AFFIRMATION OF AGREEMENT The parties signing below hereby affirm that they have the authority to bind the respective parties to the terms of this Agreement. This SOAP is an integral part of Service Level Agreement and contains all the terms and conditions agreed upon by the parties. No other understanding, oral or otherwise, regarding the subject matter of this Agreement and SOW, shall be deemed to exist or to bind any of the parties hereto. The Service Level Agreement and SOW, together with its exhibit, constitutes the entire Agreement, The parties have read and agree to the terms and conditions of this Agreement. CUSTOMER CONTRACT _www_�...w _...............__............__........._�........._. __._..__�_ _�._...__ _rv..._ _ ,._ _ .,_.___ . m...__----------......... 000 O'Neil Road Suite 160 NUdson,0 64016 P,651.714.2800 F.866.592.7343 -'ffTLE I I ILt . .w� . .. £ .._ _. .... ' .._......... ..W..._ DATE Inc 2000 O' ei� Road Suite 150 Hudson,M 54016 P. 651,714,2800 F. 866.692.7363 C:ti ,aAsDitipfac corn Exhibit A Project Management The CONTRACTOR shall: • Contact the first or secondary CUSTOMER contacts with any questions regarding the project. • Provide timelines, quantities, project complexity, and cost estimates based on original project review. • Estimates may be revised based on the condition of the records at the time they arrive in our production facility, • CONTRACTOR staff will review the project prior to beginning work and notify the customer of any cost adjustments required for document preparation which exceeds the original estimate. • Contractor will bill Customer for actual number of products scanned Scanning Services The CONTRACTOR shall: • Perform digital image conversion for paper documents sized up to 11" by 17". • Perform digital image conversion for paper documents larger than I V by 17". • Conversion services are priced based upon TIER-1 -. • Documents will appear in TIFF image format in the order presented to CONTRACTOR. • Create DVD's for data transmission unless client prefers use of encrypted hard drive • Contractor will import scanned files into Customer's Laserfiche Repository The CUSTOMER shall: • Submit payment for completed work within 30 calendar days of invoice date. • Provide first and secondary contacts for any questions during the project; • Ensure project is ready for processing prior to sending to CONTRACTOR. .................... ... Service Details Specifications .... ............—........................ -04p—betails Remove staples, binders & clips. Separate based upon standard document division & bino �s §6annin"g-—Sptc`lfica lions. 200 d�i. ............. _tqqexiq.g_qp ions Documents will be indexed� b labels ..... Nano ,ntions 0/6 Doc T ype_%_%Date% Out TIFF G4 L p4t ---- Control Standard, random sang 1i1 Dem None, place_prepped documents in boxes -Pick-UR& Deliy��Me�lhoq Contractor wi!!s.ide secured freiqhtAqippi Picker Date — -—-------- Delivery Destruction Contractor will destroy documents. Cost will be $,20 ........ per lb. billed to Customer after completion. ilqa-d 2000 O'N61 Road Suite 150 Hudson,W� 54016 R 651.7141800 F.866.592.7343 I "hp ,, , )I g t,J C,0 T1