Loading...
HomeMy WebLinkAboutRFP City Wide Scanning - City of Diamond Bar - GRM Response 9-5-24 PS.pdf Prepared for: Prepared for: RFP City-Wide Scanning Services GRM Response Presented By: GRM Information Management Services Inc. Paul Son (562) 373 - 9015 pson@grmdocument.com Date: 9/5/24 www.grmdocumentmanagement.com A. Cover Letter GRM Information Management Services provides a complete blended solution designed to meet your document management needs. Our service offering addresses the complete life cycle of your documents. GRM provides secure document storage, scanning services, cloud-based enterprise content management system, secure pick-up/delivery, and certified shredding. GRM has been in business for over 37 years, founded in 1987 and has over 650 employees nationwide. The location of the local facility and the location of the facility that would service this project, which is a 170,000 sq-ft secure facility, is 8500 Mercury Lane, Pico Rivera, CA 90660 and 3 Minson Way, Montebello, CA 90640. Here are a few reasons why we believe GRM is the company best qualified to handle this project for the City of Diamond Bar: • GRM has 37 years of experience working with local and state government agencies. • GRM has been providing scanning and indexing services for government agencies for over 20years. • GRM has years of experience formatting scanned images/index data for seamless upload into the City’s existing imaging system, Laserfiche. • GRM is the largest records management company in the United States with 14 locations across the nation, privately held. • All boxes will be picked up by a GRM bonded driver in one of our large fleet of vehicles and securely transported to GRM’s 170,000 sq-ft secured facility. • GRM tracks all boxes/documents via a powerful barcode tracking system so we can provide quick and easy access for the city throughout the project. • Your GRM account manager has been in the imaging industry managing these large backfile scanning projects for 16 years including many City clients. • Once the project is complete, GRM can store the physical files/boxes for up to 90 days at no additional charge, during the quality review period. • GRM also offers certified shredding services upon request. Contact: Paul Son GRM Information Management Services 8500 Mercury Lane Pico Rivera, CA 90600 (562) 373-9015 Pson@grmdocument.com Vendor Experience and Qualifications GRM Information Management Services (GRM) is pleased to respond to the City of Diamond Bar’s Scanning RFP. GRM is pleased to offer a complete records management solution to meet the requirements of the RFP. GRM offers a blended solution of best of breed services & technology to address the complete document management lifecycle. GRM’s solution not only meets all the requirements but can be used for any other city departments records management requirements. GRM is uniquely qualified to deliver the most comprehensive Records Management program & services solutions in the industry. GRM is a leading provider of lifecycle records and information management solutions. The company (corporation) brings proprietary innovation, blended integration and new levels of cost efficiency to document storage, data protection, digital/electronic document management, certified destruction and Release of Information. Products and services include: eAccess web-based, remote inventory control and ordering portal, VisualVault hosting platform, business process workflow automation, a blended paper to digital solution, and Data Conversion/Scanning services for a paperless environment. With 37+ years of experience, GRM’s success is founded on developing and fulfilling one client relationship at a time. It’s an approach that has earned the company the trust and continued business of more than 5,000 customers—large and small, domestic and multinational—representing a wide range of industries. Clients are served by over 600 GRM employees working from state-of-the-art facilities in Atlanta, Baltimore, Boston, Chicago, Houston, Dallas, Austin, Indianapolis, Los Angeles, Miami, New York, Philadelphia, San Francisco, Washington, D.C., and internationally. For more information about the company, visit the GRM web site at www.grmdocumentmanagement.com. GRM has been providing scanning and indexing services for government agencies for over 20years. The GRM difference is its ability to listen to you, the customer. It is not about what we offer; it is about what you need, whether you have one box or one million. GRM provides tailored solutions in a complex marketplace, built around individual needs. In major cities across the United States, GRM records centers are strategically located to effectively serve primary business centers. With more than 4 million square feet of storage space, even the most demanding document storage requirements can be accommodated. Our facilities feature a 24/7 state-of-the-art security with comprehensive burglary and fire suppression systems. Customized shelving allows for the storage of all size boxes. On site access availability for viewing your records and spacious staging areas facilitate a variety of records management projects. Of course, full office amenities including telephones, fax machines, copiers and computer lines are always at our clients’ disposal. General building information GRM Record Center is located in a business park on 8500 Mercury Lane in Pico Rivera 90660. The building was built in 2003, is 170,000 sq. ft in size and resides on 7.91 acres. The property is a single-story industrial building with 30-foot clearance and 28-foot dock high doors. The construction is concrete tilt up with pitched roof with built up composition covering. The warehouse has sealed concrete flooring. GRM built 6,000 sq. ft offices and racked the entire building with specifications approved by City of Pico Rivera Inspector and LA County Fire department. The facility meets seismic codes and has an SFR graded sprinkler system installed across the building and racking. We have 120 parking spaces and 30 truck space capacity. Access The building loading dock area is surrounded by a 12’ concrete wall. The electric motorized gate can only be opened by GRM authorized personnel after identifying the vendors via intercom system and closed-circuit video camera, and also validating the purpose of the visit. GRM drivers use an access control fob to open the gate in order to enter the enclosed loading dock area. To get inside the building from the enclosed loading dock area, vendors can only enter through one pedestrian door opened by a GRM employee from inside the building. Drivers use an access control fob to enter the building once they have parked their vehicle in the enclosed loading dock area. GRM trucks are unloaded upon arrival and are only loaded again the next morning directly before departure. All other employees are equipped with an access control fob that is assigned only to the particular areas within the facility that correspond to their job assignment and the working hours associated with that assignment. An access control system automatically monitors individual access activity for all employees. Any other pedestrian doors or gates that are not used for access are keyless, under 24/7 burglary alarm monitoring, and cannot be opened from outside. Visitors’ access is granted only through the front lobby door after confirming identity, visual identification and validating the purpose of their visit. After that, visitors are granted entry to the lobby, required sign in, receive a temporary ID badge which is required to be worn at all times during their visit. Guests are escorted by a GRM employee at all times throughout their visit. Cameras There are closed circuit cameras running 24/7 which are visually monitored by GRM employees via PC monitors installed in the customer service area and the shipping/receiving office. Also, there is a live feed of images sent to our corporate security office where security guards monitor cameras 24/7. Areas controlled by cameras are: all main access points by employees and visitors, building perimeters, loading dock areas inside the building, enclosed loading dock area outside the building, and the entry point from the Record Center to the office. Our Imaging Center has its own camera due to the sensitivity of records handled there. All images from all cameras are electronically stored for 90 days. Third party security services GRM uses 3rd party security company for burglary alarm monitoring services and Interface Security Systems for monitoring the fire alarm and sprinkler systems. Key GRM operations managers are on the calling list in case of emergency and carry company provided cell phones on 24/7 basis. Hiring procedures All GRM employees are passed through a 13-year background check that covers all states. They also pass a regular pre- employment drug test for non-drivers, and drivers pass drug screen test based on DOT requirements. Drivers must also pass additional physical and drug screening tests every 2 years as required by DOT. GRM performs random drug tests for all employees regardless of rank or job description. Media vault GRM LA media vault is a facility located inside the main building. The media vault has its own access control system separate from the main building system. Only a particular group of employees has authorization to enter the media vault. Every employee must sign in and out upon visiting and leaving the media vault. GRM vehicles All GRM service vehicles are on a long-term lease through Ryder with a full-service agreement. All vehicles are equipped with BABACO locks which lock the doors automatically and the key can only be removed from the lock once locking process is completed. All items are unloaded daily upon arrival and are never left inside the vehicles overnight. Items to be serviced next day are loaded on the vehicles in the morning by drivers upon reporting to their duty. Media tapes are always transferred in secured containers and placed in the vault immediately upon arrival at GRM. On the route, drivers are instructed to keep service vehicles locked at all times. GRM dispatchers perform random visits at the points of service to confirm the above procedure is followed. GRM has provided a blended service offering of Electronic Document Management, Document Conversion Services, in addition to solutions for Document Storage, Data Protection and Destruction for many large organizations including Government, Retail, Healthcare, Financial Services, Legal, Aerospace, and Entertainment. GRM Information Management Services is a leading provider of Enterprise Content Management (ECM), lifecycle records and information management solutions. Founded in 1987, GRM’s success is built on developing and fulfilling one client relationship at a time. It’s an approach that has earned the company the trust and continued business of more than 5,000 customers—large and small, domestic and multinational—representing a wide range of industries. Clients are served by over 600 GRM employees working from state-of-the-art facilities in New York, Los Angeles, San Francisco, Atlanta, Washington, DC, Baltimore, Boston, Chicago, Houston, Dallas, Austin, Indianapolis, Miami, Philadelphia, and internationally throughout South America. GRM Suite of Services and Solutions Specifically for Government Agencies GRM provides a complete set of Document and Content Management solutions specifically for government agencies, including: • Conversion Services (document scanning) • Content Management with open Architecture, Integration Features, Collaboration Tools, and Information Management Governance • Business Process Automation and Integrations for Back-office processes including Human Resources, Accounts Payable, Contract Management, etc. • Advanced Analytics and Machine Learning • Document classification • Document Scanning and Digital Ingestion Solutions • Paper and Film Storage GRM Document Imaging Procedures GRM will provide labor and equipment for the projects to include: Doc Prep–GRM will remove all staples, clips, folded pages and any other binding elements. In addition, GRM will tape down post it notes to ensure they are not covering information. GRM will leave the pages in the exact order as received. GRM will place the pages back in the files but will not re-prep the files by re-stapling, etc. Document Scanning –All documents are to be fed through production scanners utilizing the latest in image enhancement software. At the beginning of each shift, the scan operator performs the following functions: I. Vacuum interior of scanner including all optics, glass plates, rollers, mirrors and surrounding areas to remove collected paper dust. II. Clean all rollers with approved cleaning solutions according to manufacturing instructions. III. Clean all glass surfaces with approved cleaning solutions according to manufacturing instructions. Vacuum and clean document feeder tray to remove any potential obstacles Quality Control – Quality is an integral part of each process function as well as an overall culture at GRM. GRM has incorporated the latest in image quality and indexing accuracy at every step throughout our scanning process. GRM IMAGING CENTER QC STANDARDS OVERVIEW Image Tracking • Tracks documents from receipt to delivery • Records time, date and operator at each step • Enables location and check-out of in-process documents • Audit reporting ensures all items received are processed Document Preparation Q/C • Certification process for document identification via pre-indexing • Ensures document preparation clerks identify and classify document per client specifications Visual Image Q/C • Reprocess poorly scanned images • Provides “Six Sigma” image quality Double-Pass Indexing & Q/C Via Database Verification • “Key-field” index will be manually entered by two separate Operators and matched through an exception handling software program. Any discrepancies will be flagged and reviewed for accuracy. • Matches “key-field” indices of scanned documents to client-supplied database record • Allows capturing additional index values from the database • Typically provides Six Sigma index accuracy Index Q/C Visual Inspection • 100% visual inspection of Indices • Provides enhanced accuracy compared to single pass indexing B. Project Team Lev Spivak, VP of West Coast & Texas Operations Lev has been with GRM since 2000. Prior to joining GRM, Lev worked at other companies that are part of the same ownership as GRM since 1992, which brings the number of years Lev is working for the group to 32 years. Although Lev’s home office is LA where he monitors the day-to-day activity, he also supports other GRM locations on the West Coast and Texas by sharing his knowledge and expertise of GRM Operational Process and Procedures necessary to run daily activities at these locations. Ken Ackermann, Sales Manager & Account Management Ken has been with GRM as a Sales Manager for Southern California since 2006. Prior to GRM, Ken has sold System Software and Application Software for over 35 years. In addition, Ken has managed GRM’s Account Management team to ensure customer satisfaction, review new technology and best practices with customers addressing both top line and bottom line customer requirements. Paul Son, Sr. Sales Executive The primary contact and account manager for this project with the City of Diamond Bar. Paul Son is a graduate of UC Irvine. He has been in the Document Management Industry for over 16 years managing GRM’s largest accounts in Southern California. Paul has an extensive experience working with cities and currently managing similar scanning projects for a number of cities. Monica Navarro – Production Manager Monica has been with GRM for over 6 years running the Scanning Operations. Monica has extensive knowledge in Document Management and has been in the BPO arena for 27 years. Monica has worked in multiple verticals in BPO, including Government and always strives for customer satisfaction, product quality and building an overall relationship with clients to meet all their needs. List of government document types GRM has scanned • Index Cards • 8.5” x 11” – 11” x 17” documents • Large Plans. Both rolled and folded. • 16mm/35mm microfiche • 16mm/35mm microfilm C. Firm’s Experience/References City of Dana Point Robin Gray (949) 248-3529 rgray@danapoint.org Document Scanning 2015 - Current 33282 Golden Lantern City of Dana Point, CA 33282 City of Fountain Valley Matt Jenkins Senior Planner 714.593.4427 Matt.Jenkins@fountainvalley.org Document Scanning 2014 – 2024 10200 Slater Avenue Fountain Valley, CA 92708 City of Monterey Park Cindy Trang Deputy City Clerk 626.307.1360 CTrang@MontereyPark.ca.gov Digital Solution 320 West Newmark Ave Monterey Park CA 91754 2013 - Current D. Methodology/Project Understanding GRM will convert all documents (8.5"x11", 11"x14", 11"17", 24"x36", etc.) to multi-page Tiff images on a as needed basis for the City of Diamond Bar. Each record will be indexed in accordance with each department within the city conforming to the existing document type index structure in the Laserfiche Imaging system. The indexing requirements include up to 3 index fields per document with double key verification. The digital records will be returned electronically via a DVD, CD, SO Card or equivalent and formatted for seamless upload into the City of Diamond Bar's Laserfiche Imaging system. Box Preparation Prior to pick up by GRM, the city of Diamond Bar will prepare the boxes by affixing a bar code label to the outside of each box. The bar code labels will be provided in advance by GRM. The bar code labels will ensure that the boxes are tracked throughout the entire project. GRM Processing & Project Schedule Documents will be picked up from City of Diamond Bar. All boxes will be picked up by a GRM bonded driver and securely transported to GRM's 170,000 sq-ft secured facility. Once the boxes arrive at GRM's imaging center, a dedicated team of skilled operators will prepare the files, scan, index, perform quality control review, and create an electronic file for delivery. All images will be saved as multi-page pdf/tiff images. All documents will be scanned at 300 DPI resolution in either bitonal, grayscale or color depending on the requirements of each document. During scanning the capture software will provide automatic cleanup of the images including de-speckle, de-skew, automatic rotation, black border removal, automatic blank page deletion, etc… Each record will be indexed in accordance with each department within the city conforming to the existing document type index structure in the Laserfiche Imaging system. The indexing requirements include up to 3 index fields per document with double key verification. After scanning is complete, all paper and plans will be returned to the box in the original order in which they were received. However, they will not be rebounded, re-stapled, etc... The scanned PDF/Tiff images and an upload file, which will include the index values, will be delivered electronically via customer provided hard drive or equivalent. The index values will be formatted based on the document type for seamless import into the City's Laserfiche Imaging System. City will provide the sample upload file for a reference. Final Inspection/Acceptance. Document Storage. Destruction and Delivery Options GRM can store the physical files/boxes for up· 90 days at no additional charge in our 170,000 sq-ft secured facility to allow the City of Diamond Bar adequate time to perform a quality control review of the files. GRM can also shred the files and provide a certified destruction letter upon request. Description of the proposed method of transport of plans, etc. All boxes will be picked up by a GRM bonded driver in one of our 14 trucks/vans and securely transported to GRM's 170,000 sq-ft secured facility. Prior to pick up by GRM, the boxes will be prepared by affixing a bar code label to the outside of each box. The bar code labels will be provided in advance by GRM. The bar code labels will ensure that the boxes are securely tracked throughout the entire project and so that the files can be accessed during the project upon request All boxes will be tracked via a sophisticated bar code tracking system throughout the entire project via eAccess. eAccess, GRM's web-based inventory control and ordering application, reports the status (both current and historical) of every single box in a client's collection. Status of any given box is visibly listed as IN, OUT, PERM OUT and DESTROYED with the date of the last transaction. Also, eAccess indicates the ADD date, which is the first date that a box has entered our system. This information is mirrored in O'Neil, our in-house database. All normal business hours delivery and pick-up orders may be placed via eAccess. Email verification is sent to the order requestor within minutes of receipt of the order request. The Requestor can also request email verification be sent to the "end user" and anyone else at the Firm. eAccess can be made available to an unlimited number of users at the Firm. One or a few selected user(s) is/are given the designation of "Super Client" with supervisory rights. The" Super Client" is empowered to add or delete users ("Clients") of eAccess and can determine their breadth of usage (e.g., the number of "permissions" granted and reports available for viewing). "Permissions" are Delivery Request, Pickup Request, Perm out Request, Destruction Request, Add New Items and Imaging Request. "Reports" are Financial, Outcard, Boxes Added, Refile, Inventory Balances and GRM Invoices. In addition to standard reports, GRM is prepared to generate customized reports to best suit the individual needs of its information management clients. eAccess is made available at no additional cost. E. Cost for Services Exhibit A PlanetBids Line Items Services Price Pick-up charge (per pick-up) $85.00 per round trip + $2.50/cf handling Delivery charge (per delivery) $85.00 per round trip + $2.50/cf handling Project set-up charge $1,400.00 – One time Pre-scanning document preparation (15,000 sheets) Standard document preparation $0.03/image. If any special preparation is needed, $65/hour. Full Color 8.5 x 11 (10,000 sheets) $0.095/image Full Color Oversized (Architectural) (5,000 sheets) $2.60/image Page Rotation None File re-assembly (250 files) None if we are not reconstructing the document (re- stapling, paperclips, etc…) and just putting the documents back in to the file in an order it was received in the same box. Reconstructing the document: $65 per hour (increments of 15min). Metadata Entry (100 characters per file) $0.01/image up to 3 fields. Additional indexing at $0.003/image/field OCR Conversion $0.01/image Data Transfer (Laserfiche Briefcase) None. (If special instruction is needed, it will be $65/hour). Quality control check None Other charges/fees Document Destruction: $5 per box. F. Insurance – Sample Certificate of Insurance Attached G. Consulting Services Agreement: • GRM would like to discuss some of the terms and conditions that are irrelevant to the scanning service and liability clauses.