HomeMy WebLinkAboutProfessional Services Agreement: Heartland Business Systems LLC ORIGINAL
Oshkosh
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT,made on the 3rd day of DECEMBER,2018,by and between the CITY of OSHKOSH,
hereinafter referred to as CITY,and HEARTLAND BUSINESS SYSTEMS, LLC, 1700 STFPHEN STREET,
LITTLE CHUTE,WI 54140,hereinafter referred to as the CONSULTANT.WITNESSETH:
That the CITY and the CONSULTANT, for the consideration hereinafter named, enter into the
following Agreement. .
COMPONENT PARTS OE'THE AGREEMENT
This Agreement consists of the following component parts, all of which are as fully a part of this
Agreement as if herein set out verbatim,or if not attached,as if hereto attached:
1. This Instrument;
2. All terms and content identified in the City of Oshkosh's Request for Proposal;
3. The Consultant's Addendum dated 11/30/18,and attached hereto;
4. Consultant's Professional Services Proposal dated 11/27/18,and attached hereto.
In the event that any provision in any of the above component parts of this Agreement conflicts with any
provision in any other of the component parts,the provision in the component part first enumerated above
shall govern over any other component part which follows it numerically except as may be otherwise
specifically stated. Additionally, and for purposes of clarification, the following are explicitly removed
from consultant's terms and conditions: within paragraph 0, Professional Services, the sentence
"Heartland's records shall be the sole measurement of professional services and/or time expended by
Heartland;"and,the following paragraphs in their entirety:9)Assignability; 14)Non-Solicitation of
Heartland Personnel;17)Acceptance of Products;and 19)Attorney Fees.
CITY REPRESENTATIVE
The CITY shall assign the following individual to manage this Agreement:
Justin Gierach,Civil Engineering Supervisor,Engineering Division
City Hot[,215 Church Avenue P.O.Box 1130 Oshkosh,W1 54903-1130 http://www.ci.oshkosh.wi,us
SCOPE OF WORK
The CONSULTANT shall provide the services described in the CONSULTANT's attached Professional
Services Proposal. CITY may make or approve changes within the general Scope of Services contained
within the Professional Services Proposal and in this AGREEMENT.If such changes affect CONSULTANT's
cost or time required for performance of the services, an equitable adjustment will be made through an
amendment to this AGREEMENT.
CITY shall be deemed to have irrevocably accepted the products and services hereunder if CITY has not
given to the CONSULTANT a written notice of rejection, describing the specific basis for rejection of
certain products or services, within one year after the CONSULTANT begins providing the services
under this AGREEMENT.
RECORDS AND INS'ITRUMENTS OF SERVICE
The City acknowledges the CONSULTANT's reports,drawings,data,computer files,and other materials,
documents prepared by the CONSULTANT as instruments of professional service. Nevertheless, the
plans and specifications prepared under this Agreement shall become the property of the City upon
completion of the work and payment in full of all monies due that are consistent with the terms of this
Agreement.The City agrees, to the fullest extent permitted by law, that consultant does not warranty or
guaranty its deliverables for purposes of reuse or modification of the instruments of service by the City
or any person or entity for which the City is responsible.Any document related to this agreement,whether
in electronic or paper form,is considered a public record and shall be provided to the City upon request.
The CONSULTANT may provide the City with an explanation of why they believe any document should
not be released to the public. The City shall make all final determinations regarding the release of any
document related to this Agreement.Release or public use of any public record shall not be considered a
breach of this agreement under any circumstance.
TERM AND TERMINATION
A. Term. This Agreement shall commence upon the date indicated above and shall terminate by July
1, 2019, unless terminated earlier by one of the parties as provided below, except that CITY may extend
this Agreement,upon written notice to CONSULTANT.
B. Termination.
1. For Cause. If either party shall fail to fulfill in timely and proper manner any of the obligations
under this Agreement,the other party shall have the right to terminate this Agreement by written notice.
In tivs event,the CONSULTANT shall be entitled to compensation to the date of delivery of the Notice.
2. For Convenience,The CITY may terminate this Agreement at any time by giving written notice to
the CONSULTANT no later than 30 calendar days before the termination date.
TIME OF COMPLETION
The CONSULTANT shall perform the services under this Agreement with reasonable diligence and
expediency consistent with sound professional practices,The CITY agrees that the CONSULTANT is not
responsible for damages arising directly or indirectly from any delays for causes beyond the
CONSULTANT's control, For the purposes of this Agreement, such causes include,but are not limited
to, strikes or other labor disputes, severe weather disruptions or other natural disasters, or failure of
performance by the CITY.If the delays resulting from any such causes increase the time required by the
CONSULTANT to perform its services in an orderly and efficient manner,the CONSULTANT shall be
entitled to an equitable adjustment in schedule. This project will be completed in full by no later than
fuly 1,2019.
SUSPENSION,DELAY,OR INTF-RRIJPIIQN OF WORK
CITY may suspend, delay, or interrupt the Services of CONSULTANT for the convenience of CITY. In
such event, CONSULTANT's contract price and schedule shall be equitably adjusted.
ASSIGNMENT
Neither party to this Agreement shall transfer, sublet or assign any rights under or interest in
this Agreement(including,but not limited to,monies that are due or monies that may be due)
without the prior written consent of the other party, except that CONSULTANT shall
specifically have the right to use a third party as a subcontractor for larger document
scanning under this Agreement.
INDEPENDENT CONTRACTOR
CONSULTANT is an independent contractor and is not an employee of the CITY.
COOPERATION IN LITIGATION AND AUDITS
CONSULTANT shall fully and completely cooperate with the City, the City's insurer, the City's
attorneys,the City"s Auditors or other representative of the City(collectively, the"City"for purposes of
this Article) in connection with (a) any internal or governmental investigation or administrative,
regulatory, arbitral or judicial proceeding(collectively "Litigation") or internal or governmental Audit,
with respect to matters relating to this Agreement; other than a third party proceeding in which
CONSULTANT is a named party and CONSULTANT and the City have not entered into a mutually
acceptable joint defense agreement.
Such cooperation may include,but shall not be limited to, responding to requests for documents and/or
other records,and making CONSULTANT's employees available to the City(or their respective insurers,
attorneys or auditors) upon reasonable notice for: (i) interviews, factual investigations, and providing
declarations or affidavits that provide truthful information in connection with any Litigation or Audit;
(ii)appearing at the request of the City to give testimony without requiring service of a subpoena or other
legal process; (Iii) volunteering to the City all pertinent information related to any Litigation or Audit;
and (iv) providing information and legal representations to auditors in a form and within a tirneframe
requested.
City shall reimburse CONSULTANT for reasonable direct expenses incurred in connection with
providing documents and records required under this paragraph and may require, at the City's sole
discretion,such expenses to be documented by receipts or other appropriate documentation.Reasonable
direct expenses include costs, such as copying, postage and similar costs; but do not include wages,
salaries, benefits and other employee compensation, CONSULTANT shall not be entitled to additional
compensation for employee services provided under this paragraph.
STANDARD OF CARE
The standard of care applicable to CONSULTANT's Services will be the degree of skill and diligence
normally employed by professional CONSULTANTs or consultants performing the same or similar
Services at the time said services are performed.CONSULTANT will re-perform any services not meeting
this standard without additional compensation.
CITY RESPONSIBILITIES
The CITY shall furnish, at the CONSULTANT's request, such information as is needed by the
CONSULTANT to aid in the progress of the project, providing it is reasonably obtainable from City
records.
CONSULTANT may reasonably rely upon the accuracy,timeliness,and completeness of the information
provided by CITY.
To prevent any unreasonable delay in the CONSULTANT's work,the CITY will examine all reports and
other documents and will make any authorizations necessary to proceed with work within a reasonable
time period.
PAYMENT
A. The Agreement Sum,The CITY shall pay to the CONSULTANT for the performance of the
Agreement the amount of$18,864.00 in the Cost Proposal Form of the Consultant's Professional Services
Proposal (The sum of which includes the total cost of scanning and index services for Water Distribution
Black Books Contract Notes, Water Distribution Contract and As Built Plans 1988-present and
Engineering Division street files);
B. Method of Payment.The CONSULTANT shall submit itemized monthly statements for services.The
CITY shall pay the CONSULTANT within 30 calendar days after receipt of such statement. If any
statement amount is disputed, the CITY may withhold payment of such amount and shall provide
to CONSULTANT a statement as to the reasons)for withholding payment.
C. Additional Costs. Costs for additional services shall be negotiated and set forth in a written
amendment to this Agreement executed by both parties prior to proceeding with the work covered
under the subject amendment,
HOLD HARMLESS
The CONSULTANT covenants and agrees to protect and hold the City of Oshkosh harmless against all
actions, claims, and demands which may be to the proportionate extent caused by or result from the
intentional or negligent acts of the CONSULTANT, its agents or assigns, its employees, or its
SUBCONSULTANT related to the performance of this Agreement or be caused or result from any
violation of any law or administrative regulation, and shall indemnify or refund to the CITY all sums
including court costs, attorney fees, and punitive damages which the CITY may be obliged or adjudged
to pay on any such claims or demands within thirty (30) days of the date of the CITY's written demand
for indemnification or refund for those actions, claim, and demands caused by or resulting from
intentional or negligent acts as specified in this paragraph. However, under no circumstances shall
CONSULTANT'S total aggregate liability for indemnification, defense and hold harmless under this
Agreement exceed CONSULTANT'S insurance coverage in the.amount of five million dollars.
Subject to any limitations contained in Sec.893.80 and any similar statute, of the Wisconsin Statutes,the
City further agrees to hold CONSULTANT harmless from any and all liability, including claims,
demands, losses, costs, damages, and expenses of every kind and description (including death), which
may be to the proportionate extent caused by or result from the intentional or negligent acts of the CITY,
its agents or assigns, its employees, or its SUBCONSULTANTS related to the performance of this
Agreement or be caused or result from any violation of any law or administrative regulation,where such
liability is founded upon or grows out of the acts or omission of any of the officers,employees or agents
of the City of Oshkosh while acting within the scope of their employment.
It is the intention of the parties to this Agreement that each party shall be solely responsible for its own
actions and activities and the actions and activities of its own officers,employees and agents while acting
within the scope of their employment.
INSURANCE
The CONSULTANT agrees to abide by the attached City of Oshkosh Insurance Requirements for Professianal
Services.
WHOLE AGREEMENT Z AMENDMENT
This document and any specified attachments contain all terms and conditions of the Agreement and any
alteration thereto shall be invalid unless made in writing, signed by both parties and incorporated as an
amendment to this Agreement.
NO THIRD-PARTY BENEFICIARIES
This AGREEMENT gives no rights or benefits to anyone other than CITY and CONSULTANT and has
no third-party beneficiaries.
AGREEMENT NOT TO BE CONSTRUED AGAINST ANY PARTY
This Agreement is the product of negotiation between the parties hereto and no term, covenant or
provision herein or the failure to include a term, covenant or provision shall be construed against any
party hereto solely on the basis that one party or the other drafted tl-tis Agreement or any term,covenant
or condition contained herein.
NO WAIVER
Failure of either party to insist upon the strict performance of terms and provisions of this agreement,or
any of them, shall not constitute or be construed as a waiver or relinquishment of that party's right to
thereafter enforce such term or provision,and that term of the provisions shall continue in full force and
effect.
NOR-DISCRIMINATION
The CONSULTANT agrees not to discriminate in its operations under this Agreement on the basis of
race, color,creed,age, and gender, or as otherwise prohibited by law. A breach of this covenant may be
regarded as a material breach of this Agreement.
SEVERABILITY
If any term, covenant, condition or provision of this agreement shall be invalid or enforceable, the
remainder of this agreement shall not be affected thereby the remainder of the agreement shall be valid
and enforceable to the fullest extent permitted by law.
CHOICE OF LAW AND VENUE
The laws of the State of Wisconsin shall govern the interpretation and construction of this Agreement.
Winnebago County shall be the venue for all disputes arising under this Agreement.
IN WITNESS WHEREOF,the City of Oshkosh,Wisconsin, has caused this contract to be sealed with its
Corporate seal and to be subscribed to by its City Manager and City Clerk and countersigned by the
Comptroller of said City,and CONSULTANT hereunto set its hand and seal the day and year first above
written.
In the Presence of: Name of CONSULTANT Company/Firm:HEARTLAND
BUSINESS SYSTEMS,LLC
-10 -�By�N
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(Seal of CONSULTANT (Specify Title)
if a Corporation.)
CITY OF OSHKOSH
By:
Mark A.Aohloff,City Manager
(Witness)
:&
And
(Witness) Pamela R.Ubrig,City Clerk
Al'PROVED: I hereby certify that the necessary
provisions have been made to pay
the liability which will accrue under
this contract
Q*- Attorney
City Comptroller
(HEARTLAND
BUSINESS SYSTEMS
Response to
REQUEST FOR PROPOSALS (RFP)
UTILITY AND STREET DOCUMENT SCANNING SERVICES
Prepared for
City of Oshkosh
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Prepared by:
Chad Stanek—Account Manager
Tony Radichel--Imagining Sales
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Heartland Business Systems
jEmail: teamzoeller@hbs.net
Phone: 920.687.4660
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Corporate(Headquarters*1700 Stephen Street*Little Chute,WI 54140*Phone:920.788,7720 Wisconsin.*Illinois
*Minnesota*Iowa
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SUSINESS SYSTEMS
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Table of Contents
Cover Letter 3
-------.—.----------_--_--_----__.------__.__,____
4 �
ScmoemfVVork--------------------~—^-------------------^—^~--'
^
Documents tobeScanned:
o nr .—...--...—.----_...~.--------....—'..---.—___..,`',._.4 |
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[)ocuoocot hmbe Indexed: ---.......---.—.----..—..--'.—.----_—.—..-------.._..^ �
6
Project Approach' ^^
6
Standard I)or000weotPzeomrabon---_----------...-------.--.---------.
6
I}ncoo�ent(�mntore.-----------...------...----------------------
Indexing...................................................................................................................................................' �
Quality Control 7 �
--..----------..—.----------^------------------'
Experience
____,,______________.__________,________~_~-------.7 �
8
Designated Cootout.----------_—_.-------.--.---------.~--------.
Submittal ofCost Proposal ----------.------------------.---..------..n
9
References------.---------_,_._,_______.__~________.,._~______~.
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2
Corporate Headquarters 1700 Stephen Street Little Chute,WI 54140 Phone:920.788.7720 Wisconsin Illinois
*Minnesota+Iowa
�
HEARTLAND
BUSINESS SYSTEMS
Cover Letter
Mr.Jon Urben—General Services Manager
City of Oshkosh
215 Church Avenue
Oshkosh,Wisconsin 54903
Jon:
Heartland Business Systems, LLC (Heartland) is a privately held corporation that has been
headquartered in Little Chute, Wisconsin, since its inception in 1992. Heartland provides
technology consulting and solutions to Corporate,Healthcare,Education,Government and Not-
for-Profit Organizations; employing over 500 people throughout Wisconsin, Illinois, Iowa, and
Minnesota. We are honored to provide a response in complete acceptance of the specifications,
and terms and conditions contained in the UP, unless otherwise redlined or noted in the
following response details.
Heartland's document management services came into existence in 2016 with the acquisition of
Integrated Imaging, which has been providing integration solutions since 1950. In 2017,
Integrated Imaging was fully moved to be housed within the Heartland Headquarters building
in Little Chute,Wisconsin.
The purpose of Heartland's response to this RTP is to provide the City of Oshkosh Department
of Public Works Water Distribution Division a scanning a-i-id indexing solution. The current
documents contain maps, drawings, and hand-written notes. These documents are to be
converted into a scanned document that is indexed into Laserfiche are contained in:
* Water Distribution Black Books Contract Notes
* Water Distribution Contract As Built Plans 1988-present
Optionally: Engineering Division Street Files
Heartland is pleased to present this proposal on the conversion of tl,-te City's paper based files to
digital format and would be honored to partner with the City on this project.
12,espectfully Submitted,
Peter Helander—CEO
Heartland Business Systems
3
Corporate Headquarters 1700 Stephen Street Little Chute,WI 54140 Phone:920.788.7720 Wisconsin Illinois
Minnesota*Iowa
DiHEARTLAND
BUSINESS SYSTEMS
Scope of Work
A. Background
The City of Oshkosh Department of Public Works Water Distribution Division has utility
documents which need to be scanned and indexed. The types of documents include:
Water Distribution Black Books Contract Notes;
Water Distribution Contract As Built Plans 1988-present;
Optionally: Engineering Division Street Files.
We are seeking a vendor to provide the scanning and indexing service for all documents
referenced. We prefer this scanning and indexing to be done on site directly into our document
management system(Laserfiche). If onsite scanning and indexing is not financially or logistically
possible,we will consider off site scanning and indexing options. Off-site scanning and indexing
would have the following requirements and conditions:
0 Chain of custody documentation with city staff verification-Comply
0 Direct transportation of documents without third party shipping-Comply
0 Maximum of 30 days are off site—Comply. May require batches. No batch will be offsite
more than 30 days.
0 Documents are not to be transported outside the State of Wisconsin-Comply
0 Offsite scanning can include remote entry into the City of Oshkosh document
management system-Comply
0 Document handling and storage in a secure, safe and dry environment-Comply
0 Document sets returned in the same condition and collation as received/retrieved -
Comply
B. Scanning Services
Resolution:600 dpi where appropriate or otherwise 300 dpi
Format: Color where appropriate or otherwise grayscale. Colors for blueprints need to be
inverted.
Quality Assurance:All images shall be visually inspected after scanning to ensure image quality
and proper page orientation.
-tent management system.
Delivery:Direct scanning to City of Oshkosh Laserfiche document
Emergency Scanning:If documents are needed for an emergency while off site priority scanning
may be necessary.Physical or electronic document access within one business day.
Documents to be Scanned:
1. Water Distribution Black Books Contract Notes
Location: Water Distribution Division
Condition: Moderate
4
Corporate Headquarters 1700 Stephen Street Little Chute,WI 54140 Phone:920.788.7720 Wisconsin Illinois
Minnesota*Iowa
3�iHEARTLAND
BUSINESS SYSTEMS
Size: Varies Mostly 7.5x4.5"
Approximate Quantity: 6100-6400 pages
Description: : Small format books with removable pages. Each page contains drawings and
documentation about project or street specific water details. In many cases these notes are the
only documentation of the water configuration in that area.
2. Water Distribution Contract As Built Plans 1988-present Location: Water Distribution
Division Condition: Poor
Size: Varies-Mostly 24x36
Approximate Quantity: Est.800-1100
Description: Large format document plans(2406)for each reconstruction project. Filed by year.
Notes on the back of the first page All paper documents no blue prints. Some documents have
ripped pages.
3. Engineering Division Street Files (Optional scope dependent upon funding)
Location: Engineering Division City Hall
Condition: Varies-Very Good to Poor
Size: Varies-8.5xll."—48x60"+
Approximate Quantity: Est.31,000-35,000
Description: The street files contain information related to land information, engineering, and
utilities on individual streets. The subfolder contained within the street files include but are not
limited to:
Street
Surveys
General
Plan-Profile
Official Map Changes
Pavement Records
Special Assessment
Utilities
C. Index Services
Delivery: Direct indexing in City of Oshkosh Laserfiche document management
system.
Quality Assurance: All index shall be visually inspected to ensure quality.
Documents to be Indexed:
Water Distribution Black Books Contract Notes Location: Water Distribution Division Index
Fields:
On Street(Primary Folder)
Job (from older records)
Contract Number (newer records)
5
Corporate Headquarters*1700 Stephen Street Little Chute,WI 54140 Phone:920.788.7720 Wisconsin Illinois
Minnesota*Iowa
,( "'�HEARTLAND
�rM/IBUSINES.S SYSTEMS
Year
On Street
From Street
To Street
Water Distribution Contract As Built Plans 1988-present Location:Water Distribution Division.
Index Fields:
Contract Number (Primary Folder)
Subfolders
Year
Location
Page Number (in text field)
3. Engineering Division Street Files (Optional scope dependent upon funding) Location:
Engineering Division City Hall Index Fields:
Street Name(Primary Folder)
Subfolders
Surveys
General
Plan-Profile
Official Map Changes
Pavement Records
Special Assessment
Utilities
Miscellaneous
Project Approach
All phases of this project,with one exception,will be performed at our production facility located
in Little Chute, WI. The City files will be picked up and transported to our facility by our staff
and vehicles.Exception:Documents larger than 18"x 28"will be outsourced to a partner located
in Appleton,Wisconsin,to be scanned.
Standard Document Preparation
Using a standard preparation method,staples,paperclips,etc.will be removed prior to scanning.
Documents will be reassembled after scanning.
Document Capture
This is the process of converting your documents to a digital image. Our experience has shown
us that we achieve the best image quality at 300 DPI (dots per inch) black &white and 200 DPI
6
Corporate Headquarters*1700 Stephen Street*Little Chute,WI 54140*Phone:920,788.7720 Wisconsin*Illinois
*Minnesota*Iowa
-SHEARTLAND
BUSINESS SYSTEMS
color, 240 DPI grayscale. 600 DPI is only used for very poor image quality documents. Our
capture software and scanners utilize state of the art image processing for de-speckling, de-
skewing,border removal and image orientation.
Indexing
The index phase is used to enter index data and associate it with an image or images. This is
completed in house at Heartland's Little Chute office.
Quality Control
The operator views the images as they are scanned to identify errors or problems.Since Heartland
performs document indexing with the image available and linked to the records, an additional
level of quality control is performed during the indexing process. During the initial phase of a
project, the percentage of the document population reviewed is very high. This ensures that the
scanning and indexing guidelines are understood and that the quality standards meet the
expectation of the customer. When accuracy levels are consistently met, this task is performed
on completed work.
Experience
Heartland Document Scanning Services began in Appleton, Wisconsin in 1950 as Wisconsin
Microfilm Service, Inc. Due to the advent of new digital document management technologies
and changing landscape, the company changed its name to Integrated Imaging, Inc. in 1991.
Heartland acquired the document services division, including employees in 2016 while
maintaining strong relationships with industry leading imaging software and hardware
providers. This allows Heartland to deliver the best possible tools to increase efficiencies within
II
our customers' organization.
• 68 years of industry experience
• 27 Wisconsin State/Local/Edu customers serviced in the last year alone
• Back end support of network engineering
7
Corporate Headquarters 1700 Stephen Street Little Chute,WI 54140 Phone:920.788.7720 Wisconsin Illinois
Minnesota*Iowa
(IHEARTLAND
1BUSINESS SYSTEMS
Designated Contact
The Heartland Single Point of Contact for this project will be:
Tony Radichel
Imaging Sales
920.687.4207
tradichel@hbs.net
The Heartland Secondary Contact will be:
Chad Stanek
Associate Account Manager
920.687.4660
cstanek@hbs.net
Submittal of Cost proposal
See enclosed sealed envelope containing Cost Proposal Form
Insurance and Exceptions
Heartland Business Systems,LLC's Standard Terms and Conditions ("Standard Terms and
Conditions") are incorporated herein by reference and made a part of any agreement between
the parties. In the event of any direct conflict between the Standard Terms and Conditions and
any other provision,the Standard Terms and Conditions shall control.
Hold Harmless.The indemnification,hold harmless and defense requirements must be deleted
or capped at Seller's insurance coverage in the amount of three million dollars.
li Coverage.Heartland is unable to provide explosion, collapse and underground
General Liability g
ty g P P p
coverage.
All other insurance
u xeqirements provided once bid is awa
rded.
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Corporate Headquarters*1700 Stephen Street*Little Chute,WI 54140*Phone:920.788,7720 Wisconsin*Illinois
*Minnesota*Iowa
M(HEARTLAND
BUSINESS SYSTEMS
References
Jodi Helgeson GISP,CPM
Ada-ins County Register of Deeds
Land Information Officer
PO Box 219 402 Main St
Friendship,WI 53934
608-339-4206
-ihelgeson@co.adams.wi.us
0 Scanned and indexed planning and zoning hearing files
0 Scanned and indexed planning and zoning sanitary permits
G Scanned and indexed treasurer tax rolls and foreclosures
0 Scanned and indexed Highway department books
Kimberly A. Burgess, RHIT
Medical Records Director
HIPAA Privacy Officer
Fond du Lac County Dept. of Cominunity Programs
459 E. 151 Street
Fond du Lac,W1 54935
920.929.3559
kki-,.bi IiS- essc�fdlco�.-,vi. oy
• Scanned and indexed acute medical records for department of community programs.
Chris Planasch
Dodge County Register of Deeds
127 E. Oak St.
Juneau,WI 53039
920 386-3722
cj21anasch@co.dodge.wi.us
• Scanned and indexed unbound book volumes
• Converted aperature cards for mortgage and deeds records to a digital format.
9
Corporate Headquarters*1700 Stephen Street*Little Chute,WI 54140*Phone:920.788,7720 Wisconsin Illinois
Minnesota*Iowa
City of Oshkosh Request for Proposal Utility and Street Document Scanning Services
COST PROPOSAL FORM
(Proposers shall submit this form with their proposal in a separate sealed envelope marked
"Cost Proposal")
Date: 11/27/2018 Finn Name: Heartland Business Systems
Project Manager: Tony Radichel Email: tradichel@hbs.net
Address: 1700 Stephen Street,Litte Chute WI,54140
Phone: 920-687-4207
Scanning Services 1. Water Distribution Black Cost Proposal:
Books Contract Notes $640.00
2. Water Distribution Cost Proposal:
Contract&As Built Plans $3,850.00
1988-present
TOTAL of Scanning Services 1&2:
$4,490.00
3. Engineering Division Cost Proposal:
Street Files $8,930.00
Index Services 1.. Water Distribution.Black Cost Proposal:
Books Contract Notes $4,160.00
2. Water Distribution Cost Proposal:
Contract&As Built Plans $660.00
1988-present
TOTAL of Index Services 1&2:
$4,820.00
3. Engineering Division Cost Proposal:
Street Files $624.00
HEARTLAND
BUSINESS SYSTEMS
' �� -- �• - • - Quote "0640
Prepared For: Prepared By: Date Issued:
Oshkosh,City of Heartland Business Systems 11.30.2018
Jon Urben Chad Stanek Expires:
215 Church Ave 1700 Stephen Street
Oshkosh,WI 54903 Little Chute,WI 54140 12.11.2018
P: (920)236-5100 P: (920)687-4660
E: jurben@ci.oshkosh.wi.us E: cstanek@athbs.net
Thahkyou-Ion and Adam forthefollow up phone call regarding oursubmitted RFP
We do want to clear up one item that we discussed.You had asked if our price was all-inclusive no matter what the Image count was.After sitting down with our production team
lead and our legal team we wanted tofurtherclarifythat. We understand that the pages and file count were estimates and we priced off of those estimates. We are willing to keep
our existing pricing if the image count does not exceed 5%as follows:
Black Book Contract Notes:6,400 pages not to exceed 6,720
Water Distribution Plans:1,100 Plans notto exceed 1,155
Engineering Street Files:35,000 not to exceed 36,750
Heartland Business Systems will monitor image counts not to exceed above quantities and will notify the City when/if the above quantities are reached. At that time,anew quote
can be provided for any remaining documents based on the following estimated rates.
Water Distribution Black Books Contract Notes ,
Scanning Per image-Small .10
Indexing Per Field .13
Water Distribution Contract As Built Plans 1988-Present
Scanning Per Image-Large $3.50
Indexing Per Field .20. _.
Enelneerina Division Street Files
Scanning Per Image-Small .17
Scanning Per Image-.Medium $3.00
Scanning Per Image-Large $3.50
Indexing Per Field 13
Small=11"x 17"orSmaller
Medium-18"x 28"or Smaller
Large=La rge r Tha n 18"x 28"
If the City of Oshkosh does not agree with the above 5%margin of error,HBS will have to reconsider accepting the bid award.
This quote may not include applicable sales tax,shipping,handling and/or delivery charges.Final applicable sales tax,shipping,handling and/or delivery charges will be calculated and applied at invoice.The above
paces are for hardware/sofhvare only,and do not include delivery,setup or installation by Heartland unless otherwise noted.Installation by Heartland is available at our regular hourly rates,or at the reduced rate of a
prepaid HBSFox Agreement.This configuration is presented for your convenience only,Heartland will not be responsible for typographical or other errors or omissions regarding prices or other infomration.Prices and
configurations are subject to change without notice.A 15%restocking fee will be charged on any returned part.The customer shall also be required to pay all costs of shipping the product to Heartland and/or the
vendor.A$25.00 processing fee will also be charged.No returns will be accepted by Heartland without prior written approval.By providing your'E-Signature,'you acknowledge that your electronic signature is the
legal equivalent of your manual signature,and you warrant that you have the express authority to execute this agreement and legally bind your organization to the above proposal and terms and all attached
documents.The customer agrees that each and every purchase that the customer makes from Heartland Is governed by Heartland's Standard Terms and Conditions("ST&Cs")located at http:/Avww.hbs.net/standard-
terms-and-condifions,which are incorporated herein by reference.The ST&Cs are subject to change.when a new order is placed,the ST&Cs on the above-stated website at that time shall apply.If customer has
signed Heartland's ST&Cs version 2018.v2.0 or later,or the parties have executed a current master services agreement,the signed agreement shall supersede the version on the website.QT.2018.v2.2
HEARTLAND
BUSINESS SYSTEMS
Heartland Business Systems Oshkosh,City of
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Chad Stanek
Signature/Name Signature/Name Initials
11/30/2018
Date Date