HomeMy WebLinkAbout1 Proposal City-wide Scanning Services CITY-WIDE SCANNING SERVICES
Submitted To:
CITY OF DIAMOND BAR
Date Submitted:
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Submitted By:
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ECS IMAGING, INC.
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CITY-WIDE SCANNING SERVICES
� ECS IMAGING,I1�TC.
JRL�-CLA55 SOLUTI�N PROVIOER
City of Diamond Bar
21810 Copley Drive
Diamond Bar, CA 91765
ATTN: Dannette Allen
Dear Dannette,
Thank you for including us in your request for proposals for your Scanning Services project. We are
committed to meeting and exceeding the company's comprehensive document imaging needs for its
immediate and future requirements.
ECS currently provides scanning services at multiple locations in CA including its headquarters in
Riverside, additional facilities in San Dimas and Chico. Our Scan Bureau can perform paper scanning as
well as scanning of Microfilm and Microfiche, and Aperture Cards. The benefit that this has for our
Laserfiche customers is that we can scan any document and have the scanned images loaded into your
Laserfiche system, making them immediately accessible without the need for additional conversion or
indexing.
We have been providing cost effective document scanning and conversion services to government
agencies since 1995 and can successfully provide all digitization services as requested. We have
developed methods to ensure superior scanning and conversion results to accommodate a variety of
imaging requirements. ECS takes great pride in providing accurate and cost-effective scanning and
conversion services.
The information and pricing contained in this proposal are valid for a period of 90 days following the
date of submission. Scanning will be done in compliance with all applicable American Standards Institute
(ANSI) and Association for Information and Image Management (AIIM) standards.All individuals who will
perform the work are free of any conflict of interest and are in California. We look forward to serving
you with superior scanning services that meet and exceed the requirements of the Request for Proposal.
Our 30+years as the Document Management Experts and our reputation for great service make ECS the
right choice for your project needs. We look forward to serving your needs in a responsible and
professional manner. ECS is a California certified small business and 100%women owned. Additionally, ECS
is an esteemed Laserfiche Premier Partner.This new Partnership standard assures our customers we
have passed new benchmarks for Customer Success, Satisfaction, and expertise in the product. Thank
you for your consideration.
Thank you.
Sincerely,
� L;� /', ;'�r- '. � J
Debbi Bodewin
Chief Consulting Officer
ECS Imaging, Inc.
951-787-8768 x1109
Debbi@ecsima�ing.com
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Table of Contents
EXECUTIVE SUMMARY...........................................................................................................................................4
COMPANY BACKGROUND......................................................................................................................................5
PROJECTTEAM ......................................................................................................................................................6
FIRM'S EXPERIENCE/REFERENCES........................................................................................................................6
METHODOLOGY/PROJECT UNDERSTANDING.......................................................................................................8
QUALITYCONTROL.........................................................................................................................................................8
PICK-UP AND DELIVERY...................................................................................................................................................9
DOCUMENT AND DIGITAL CONTENT TRACKING...................................................................................................................9
INDEXING AND NAMING PROCEDURES.............................................................................................................................ZO
DELIVERABLES.............................................................................................................................................................10
PRIVACY AND CONFIDENTIALITY.....................................................................................................................................11
SCANNINGLOCATIONS..................................................................................................................................................11
PROJECTDETAILS.........................................................................................................................................................11
COSTFOR SERVICES.............................................................................................................................................12
BILLING AND WARRANTY..............................................................................................................................................13
PIGGY-BACK CLAUSE....................................................................................................................................................13
PROOF OF INSURANCE.........................................................................................................................................14
CONSULTING SERVICES AGREEMENT...................................................................................................................17
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Executive Summary
ECS Imaging, Inc. is a full-service document management solutions provider with over 30 years of
experience providing document management and related services. As a certified Laserfiche solution
provider we are familiar and experienced with document scanning requirements and industry standards.
ECS currently supports hundreds of Laserfiche Clients and has provided ongoing scanning services for
more than two decades to hundreds of our customers.
ECS Imaging has been in business for 33 years and has maintained the same mission since its inception;
the customer comes first. With a strong leadership team delivering a consistent vision, ECS works to
provide our customers with the highest quality service possible. Our philosophy of blending technology
to meet business needs has been the foundation.
Our scanning services provide a one-stop resource with quality images and indexing. ECS is committed
to our customers' success. By providing exceptional, turnkey services we can ensure that our customers
have the tools and knowledge to successfully achieve their document management initiatives.This is
reflected in the feedback we have received from our customers through over 70+5-Star Google
Reviews. Links to ECS Goo�le Reviews and Customer Success Stories.
From the beginning of the project, you will be in communication with our Team to determine any details
or requirements not specified in the request. We will consult with you and provide specific
recommendations based on best practices learned from previous scanning projects. Our Scan Bureau
Supervisor will be in contact with your Project lead throughout the life of the project to determine
specific scanning requirements including naming conventions, indexing and deliverables.
We will provide customized recommendations and solutions to your organization from kick-off to go-live
to ensure a successful project.The project timeline is flexible, and we will work with your team to
determine the right time and pace for the project. Below is an outline of the services we will provide to
ensure a successful project.
The turnkey scanning services we can provide include the following:
■ Pickup materials to be scanned.
■ Provide a protected chain of custody during transport.
■ Store materials in climate controlled, safe, and secure location.
■ Inventory/audit all materials received in-house.
■ Document preparation as needed (remove staples/sticky notes/paperclips/repair torn corners).
■ Employ quality control measures including image clean-up to ensure superior image quality.
■ Scan documents as TIFF Group IV at 300DP1 or PDF unless otherwise indicated.
■ Establish and confirm preferred document naming protocols and indexing requirements.
■ Employ Quality Control measures for images, indexing and taxonomy.
■ Assist in uploading files to Client's system.
■ While documents are in the possession of ECS, we will make every effort to provide e-copies
within 24 hours or sooner when requested.
■ Return scanned documents in same condition received.
■ Provide Boxing,Transport and Shred services if requested.
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Company Background
ECS Imaging has been in business since 1990 and has maintained the same mission since its inception;
the customer comes first. With a strong leadership team delivering a consistent vision, ECS works to
provide our customers with the highest quality service possible. ECS became a Laserfiche Solutions
Provider in 1995 and has achieved top performance recognition consistently every year since.
ECS Imaging is a PLATINUM Certified Laserfiche Solutions Provider and has continuously been ranked as
the top Solutions Provider in the western United States for 29 consecutive years and achieving the
status of 3rd largest Laserfiche provider in the world since 2017. Our efforts are focused on helping
organizations become more efficient by automating manual tasks and eliminating paper-based business
processes. We specialize in providing local government innovative turn-key document management
solutions with the award winning Laserfiche Enterprise Content Management Systems.
Our scanning services provide a one-stop resource with quality images. ECS Imaging is a full-service
document management solutions provider offering a full range of turn-key services including:
• Scanning Services including Large Maps, Microfilm, Microfiche,Aperture conversion
• Laserfiche Software Installation and Consulting
• Project Management
• Systems Integration
• Cloud Migration Services
• Business Process Automation
• Data Conversion Services
• On-going Support of Software and Hardware
• Remote and On-Site Training and On-going Support
• Out-of-the-box Integrations and Custom Integrations with 3rd Party Applications
• Custom Documentation
• Complimentary Quarterly User Group Workshops and Monthly Training Webinars (20+Years)
• Complimentary Annual Training Conferences (20+Years)
As a top ranked Laserfiche Solutions Provider, ECS has the largest technology staff of any Laserfiche
provider in the Western US, we have the expertise, experience, and proficiency to successfully complete
scanning projects of any size for any type of business. Additionally, ECS can provide a personal touch
with a dedicated Customer Success Consultant and Project Management Team assigned to your project.
Our goal is to help organizations of all sizes improve business operations and increase GO gle
productivity. We can help your organization:
FIVE STAR
• Eliminate Paper Based Processes CUSTOMERRATING
• Automate Data and Information Collection
• Secure Information from Unauthorized Use Laserpiche
• Simplify and Secure the Management of Business Records �-` �`'�-
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• Meet Regulatory Compliance Needs, and more. ^�aeRo��4
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Project Team
Debbi Bodewin, CEO/Chief Consulting Officer
�� � 25+Years of Industry Experience
� With ECS since 1995
, '
�� y Surpassing 25 years developing ECS to become what it is, she leads the company's
consultative techniques and customer centric approach. Debbi has served as
Corporate Director since 2000. She leverages her vast experience in customer service and consulting
in the ECM industry to support the ECS customer base. With extensive knowledge of Laserfiche
Product Suite, and consulting on Integrated and Capture Solutions, she has overseen hundreds of
customers in the last 25 years including ECS' largest accounts with hundreds of users and a Fortune
200 company. She appreciates the opportunity to help digitally transform organizations with the
latest technology and provide them with superior customer service. She holds a B.A. in Marketing
with a minor in Spanish from Cal State University, San Bernardino. Bi-lingual in Spanish.
Laura Favreau, Customer Success Consultant
16 Years of Industry Experience
' �� i With ECS since 2021
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With over 16 years of experience in the technology industry, Laura brings her
dedication to excellence in customer service to every account she supports. With
consistent and pro-active communication, she has a collaborative and consultative approach. Laura's
extensive background has allowed her to develop enterprise accounts by listening to customer needs
and establishing long-term partnerships for success. Laura earned a B.A with a double major in
Economics and English from the University of Richmond, VA.
Firm's Experience / References
City of Riverside
3900 Main Street, Riverside, CA 92522
Contact:Tisha Jacobs
Phone: (951) 826-5613
Email: tlacobs@riversideca.�ov
Project Description: ECS earned the City's scanning business through an RFP process in 2017 and has
been providing scanning services on an on-going basis for the Building and Safety Department and the
Planning Department. Scanning includes several thousand letter to legal size documents, e-Size maps,
Aperture Cards, and Microfiche images.
Citv of Hesperia
9700 Seventh Ave
Hesperia, CA 92345
Contact: Rubi Arellano-Granados, Comm Dev Supervisor
Phone: (760) 947-1309
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Email: r�ranados@cityofhesperia.us
Project Description: ECS has provided scanning services since at least 2005,scanning for virtually every
department. Currently scanning for the Community Development Department including over 15,000
B&W legal size documents, over 2,000 B&W map up to eSize documents as well as color documents and
maps.
City of Tustin
300 Centennial Way,Tustin, CA 92780
Contact: Flor Williams
Email: Fwilliams@tustinca.or�
Phone: (714) 573-3105
Project Description: ECS Imaging has been providing scanning services to the City since early 2004. We
have scanned documents for most departments including Building and Planning, Community
Development, Economic Development, Public Works, Finance, and the City Clerk's Office. ECS scanned a
total of 321,738 letter-legal size documents and 38,405 E-Size maps and drawings and converted 72, 185
Microfilm images and 217,215 Microfiche images.
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Methodology / Project Understanding
The Scope of Services to be performed by ECS include the following:
■ Pickup materials to be scanned from Client location.
■ Protected chain of custody during transport.
■ Store materials in climate controlled, safe, and secure location.
■ Inventory/audit all materials received in-house.
■ Establish mutually agreed upon project timeline for batches.
■ Document Preparation (remove all staples, paperclips, etc., repair torn corners and straighten
folded corners).
■ Establish preferred protocols for document naming, indexing and folder structure.
■ Employ quality control measures including image clean-up to ensure superior image quality.
■ Any document in the possession of ECS Imaging will be provided electronically upon request
within 24 hours or sooner.
■ Assist in uploading files to Client's system.
■ Provide certified Shred services if requested.
■ Invoices will be given as each batch is returned.
Quality Control
This process is paramount to the success of the project. Our process allows us to easily review the
scanned images, and the metadata captured to ensure legibility and accuracy. During this process,we
will ensure that we have captured a quality, legible image and that the corresponding metadata used to
identify the image is correct.
Examples of typical fixes during quality control measures include: no corners were cut-off, images are
oriented correctly; images are straight and that problem areas of a document have been captured
cleanly,sticky notes not blocking content. Problem areas could include colored highlighting on a page;
bleed-through from the reverse side of the page, colored text that does not appear clearly, dot matrix
print that is illegible, etc. The QC Operator will identify questionable images, compare these images to
the original paper and determine if a rescan of the page, using image enhancement tools can produce a
better image.
Our QC process encompasses these steps:
• Validate the scanning and indexing process.
• Facilitate the re-scanning of poor-quality images.
• Verify the readability of each page of each document.
• Verify proper indexing of each document.
• Verify accurate page counts for each document.
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Pick-up and Delivery
Materials will be picked up using a secure vehicle. Standard turn-around time for most scanning projects
is 60-90 days per batch or on an as needed basis. ECS will inventory the material and check it against the
inventory list provided.We will notify you immediately of any discrepancies. If requested, the material
can be returned in the same manner.
Each batch of scanning will be given a unique "job number" that will assist ECS with project tracking,
turnaround times, production process management, quality control and inventory of records
throughout the entire project.
Typically, documents are transported in standard size banker's boxes. Each box or roll will be counted
and inventoried at the time of pick up.The driver will have a pickup order clearly identifying the "job
number", date of pick up,type of records, and number of boxes/rolls (i.e. 30 boxes numbered 1 -30).
Client staff will sign and verify the number of boxes/rolls being picked up and a copy will be left.The
term "Documents" is a general term that refers to any material to be digitized.The term "Boxes" is a
general term that is meant to include any container in which material/media may be transported.
Upon Completion of that job (batch) ECS will contact the Client representative and schedule the return
delivery. A Delivery sheet for that"Job number" will accompany the return delivery of the boxes/rolls
and the completed images.The Client representative will sign and verify the return of the documents
and the completed images.
Document and Digital Content Tracking
Document tracking is a key aspect of the process.The better the documents are prepared for pick-up,
the better we can track and verify throughout the process. A comprehensive inventory of the files to be
picked up should be provided whenever possible. Inventory verification information should be
referenced on the outer face of all boxes to allow for verification at time of pick-up. Based on the
provided information we will document which files and boxes have been provided.The provided
inventory of files will be used for Quality Assurance purposes throughout the scanning process.The final
verification of files will be conducted prior to delivery after all other processes are completed.
The digital content is created via Laserfiche software and is housed directly onto a server designated to
our scanning customers. Each separate scanning project will be processed in a separate repository
specifically created to suit the unique needs of the project. All processing will be conducted at "box
level" until the final formatting is conducted by the scan supervisor. Each box/roll will be tagged upon
arrival.The tag will provide a single location to track the processes listed below.
The indexed data for each box/roll will be verified by a second operator and the tag will be signed off by
that operator.The indexed data and document structure for each box/roll will be further verified by the
scan supervisor before the box/roll is considered "validated". Validated boxes/rolls are physically
segregated from the in-process boxes/rolls. Images for the validated boxes/rolls are segregated within
the repository. Data properties (number of documents, number of images, and data size) are recorded
and tracked throughout the scanning process.
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Indexing and Naming Procedures
Indexing requirements are unique to each scanning project. Customers are encouraged to be heavily
involved in the development of indexing criteria. The index process will include capture of unique
document details.A second pass of image quality control and job specifications verification is done
during this process.
Naming conventions are specified by the customer and vary based on customer needs. We strongly
recommend a database/Excel file be provided to auto-populate as many index fields as possible. The
database of index information will also be used to auto-name, auto-file, and create a standardized folder
structure to ensure a uniform format for all the documents. Any document that does not fit the
specified criteria will be addressed with the Client and any variations to the criteria must be specified in
advance or additional charges may be incurred.
Database Auto-population also eliminates many common data entry errors. The auto-population will be
verified for accuracy and the scan supervisor will ensure the final product meets the needs specified by
the requirements. Commonly a combination method of a partial manual data entry includes:
■ Identify a key piece of information known as a Unique Identifier.This would be the only
manually entered data we enter into your template.
■ Provide an excel file/database that will tie the Unique Identifier to other desired field data.
This file will be used to auto-populate the fields you wish to have indexed.
Deliverables
The scanned and indexed images are verified before copying to the deliverable method of choice.The
media attendant will verify image quality and index integrity via spot checking throughout the job and
batch.The copied media will be tested for functionality and labeled as specified prior to delivery. This is
our final pass for Image Quality Control.
Paper based documents will be imaged and captured as TIFF/PDF images at 300DP1 unless otherwise
indicated, named, and indexed according to the document naming conventions determined by the
Client. Manual indexing is limited to what is available on the scanned images of any given document.
Scanned images with OCR will be outputted as a Laserfiche Briefcase or Volume for upload to the
Laserfiche system.
There are multiple ways electronic data can be delivered to our clients including:
• Provide sample scans of the two different file types at project start as a briefcase.This will
validate document naming convention and folder structure.
• Upload to system via SFTP/FTP
• Provide a loaner USB drive to copy the data from
• Upload the data to a Cloud repository for Disaster Recovery purposes and WORM compliance.
• A Laserfiche Plus DVD which contains a built-in search engine for easy search and retrieval of
files contained on the disc.The Laserfiche Plus DVD can also be used for archival purposes,
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unalterable format/WORM compliance, backup, and direct upload to Laserfiche.This option
requires the batch to be taxed.
• Delivery of completed images and indexes within a "Laserfiche Volume or briefcase"for simple
upload to an existing Laserfiche System (no additional conversion required to upload). The
Laserfiche format will match the existing Laserfiche folder structure, metadata template and
security rights.
Individualizing task segments allows us to physically review the image quality in 3 separate passes while
maintaining projected production speeds.This is the most efficient means of minimizing production
errors without the high cost of"Page by Page Individual Review". Page by Page Individual Review can be
done if requested at an additional cost per hour.
Privacy and Confidentiality
ECS does not utilize a courier service, all scanning material is picked up by an authorized ECS employee
or business partner in a climate controlled enclosed vehicle. During the scanning process, all scanning
material is physically kept separate from other scanning projects and processed in a separate repository
specifically created to suit the unique needs of the project. Each container is tagged and signed by the
scan operator to maintain project integrity.
All employees are background checked and are under confidentiality agreements. After projects are
completed,the data will be destroyed when no longer needed for the purpose(s)for which they were
obtained. We maintain aggregate business liability insurance as well as comprehensive E&O coverage.
Scanning Locations
ECS' current scanning locations are all located in CA including our headquarters in Riverside, Other
location include San Dimas, and Chico. Our locations provide climate controlled, safe, and secure
environments. Scanning facilities are monitored by security systems 24 hours a day, 7 days a week.
Project Details
ECS will provide the scanned documents as outlined in the Specs Scope of Work Document RFP
Customer Responsibilities:
1. Provide records in boxes with inventory information about each box.
2. Provide a database/excel file for records to include the Metadata information.
3. Provide "Target Sheets" or"Separator Sheets"to delineate different document types if possible.
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Cost for Services
Services Price
Pick-up charge (per pick-up) $225
Delivery charge (per delivery) Included in Pick-up charge
Project set-up charge $225/Hour for new Laserfiche setup is 1
Hour per poc Type. If existing LF Metadata
Templates and Folders exist, no charge.
Pre-scanning document preparation .025/image
(15,000 sheets)
Full Color 8.5 x 11 .09 per image Color/Grayscale.
(10,000 sheets)
Full Color Oversized (Architectural) $1.20 per esize
(5,000 sheets)
Page Rotation Included
File re-assembly(250 files) .03 per image
Metadata Entry (100 characters per file) 4 Index Fields Included. Additional Fields
.025 per metadata field unless a
database/excel file can be provided.
OCR Conversion Included at no charge
Data Transfer(Laserfiche Briefcase) $75/per batch transfer
Quality control check Included at no charge
Other charges/fees See following list of services
Project estimate based on details provided. Image quantities, Prep and Index services are estimated.
Actual images and services completed will be invoiced.
Scanning Services
.- .
ECSS-REG-COLOR ECSCoIor/GrayscaleDocumentScanningServicesuptolegalsize $ 0.100 15000.00 $ 1,500.00
ECSS-ESIZE-COLOR ECSCoIorMapScanningServicesuptoe-size $ 1.200 5000.00 $ 6,000.00
ECSS-REPREP ECS Re-file pages into Original Folder per image $ 0.030 15000.00 $ 450.00
ECS-INDEX ECS Indexing by Document per image,per field $ 0.025 15000.00 $ 375.00
ECSSSpecial ECSSpecialHandling(Onionpaper,old,fragileetc) $ 0.020 15000.00 $ 300.00
EC55-PICKUP ECS Pick Up Fee $ 225.000 1.00 $ 225.00
ECSS-UPLOAD ECSUpIoadFee-PerVolume/Briefcase $ 75.000 1.00 $ 75.00
ECSC-Hourly ECSTaxonomyConsulting FolderStructure,Indexing,Doc Names $ 225.000 0.00 $ -
Scanning Subtotal $ 8,925.00
Terms and Conditions
• Payment Terms:Net 20 after each batch returned.
• Laserfiche Tiffs or PDFs in portable volumes to be attached to your Laserfiche system.
• ECS will train customer on how to load data onto LF Server during first delivery, if needed
• Consulting of folder template and volume set ups included in project set up fee.
• Items will be placed back into original carrier(folder,sleeve, etc.J
• Items will be delivered free of charge after being scanned.
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• Items are scanned in order received.Any additional requests are subject to a charge.
• Scanning in Tiff images is 200-300dpi depending on need.
• Paper/Plans:Indexing included is 2 fields, up to 20 characters and Unique Document Name up to 20
characters each.
• Microfiche:Indexing included is the name on the Sleeve
• Microfilm:Indexing included is the name on the Cartridge
• Images that have been fiched/filmed reverse have additional charge.
• All prices listed above are for estimating purposes only.Actual prices may vary.
• Typical upload fee is 5G8 per volume max-�66 8&W or�13 Color standard banker boxes.
• Pick up/Delivery charges(pricing varies, based on location and quantity).
• Changes in naming, templates or folders after files have been returned are subject to
restructuring/reindexing fee.
• OCRing can be done during scan process at no charge.Any verification time is$50.00/Hour.
• DVD Set=1 Data DVD, Regular size documents fit approximately 90,000 images.
• CD Set=1 Data CD, Regular size rolls fit approximately 10,000 images.
• Boxes may be destroyed at the customer's request at a cost of$10.00 a box.A Destruction Certificate will
be provided.
• While documents are at ECS, we can provide an electronic copy for up to 4 per batch at no charge.
Additional special handling requests are subject to a charge of$50/per hour.
• IMPORTANT:Once the imaged data has been delivered you will have 60 days to review all images.After
60 days all original documents will be destroyed, or a monthly storage box fee will apply.
• ECS may choose to utilize a scanning partner to perform these services as quoted and ECS would remain
the project manager and billing agent.
• Standard processing fee added to credit card payments.
Billing and Warranty
Scanning projects are billed at the conclusion of each batch scanned. Invoicing will include the total
number of images scanned, hours required for prepping and indexing(if applicable), and a
pickup/delivery charge. ECS will work with your team to establish a feasible schedule for your project.
ECS guarantees the work we do, if any scanned image does not meet the quality control requirements,
ECS will rescan the document and resubmit it to the customer at no additional cost. Customers will have
90 days to review scanned documents by each batch before shredding takes place.
Piggy-Back Clause
The RFP pricing for scanning services is Piggy-backable and we request a clause included in Agreement if
we are selected.
This agreement between the City and the Contractor for the City's requirements of select item(sJ of
personal property and/or personal services, the Contractor agrees to extend the same pricing, terms and
conditions to each and every political entity,special district, and related non-profit entity. It is
understood that political entities, special districts and related non-profit entities that piggy-back on this
quote shall make purchases in their own name, make direct payment, and be liable directly to the
contractor holding the City harmless. The City may, at its option, charge an administrative fee to those
political entities,special districts and related non-profit entities who avail themselves use of this
agreement.
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CITY-WIDE SCANNING SERVICES
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Page 16 � 17
CITY-WIDE SCANNING SERVICES
� ECS IMAGING,I1�TC.
JRL�-CLA55 SOLUTI�N PROVIOER
Consulting Services Agreement
ECS Imaging agrees to the City's Consulting Services Agreement terms and conditions.
Page 17 � 17