NYE COUNTY AGENDA INFORMATION FORM

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1 Conversion NYE COUNTY AGENDA INFORMATION FORM lxi Action Li Presentation CI Presentation & Action Department: Purchasing Agenda Date: Category: Regular Agenda Item March 2, 2010 Contact: Judy Dodge Phone: Continued from meeting of: Return to: Location: Tonopah Phone: Action requested: (Include what, with whom, when, where, why, how much ($) and terms) Discussion, deliberation, and possible decision to: 1) accept or reject any or all bids and provide direction to staff for Request For Proposals Bid # of Recorder s Files. The amount of the recommended bid is $77, A 10% contingency is also requested to accommodate any overrun that may be encountered. This project is budgeted from Fund 840 Recorder s Technology Fund; and 2) authorize execution of the contract. Complete description of requested action: (Include, if applicable, background, impact, long-term commitment, existing county policy, future goals, obtained by competitive bid, accountability measures) The bid is for the cropping of approximately 453,000 images, conversion of 393,000 images from microfilm to a digital image, scanning of 67,800 images from books and then converting to a digital image. Six bids were received. Any information provided after the agenda is published or during the meeting of the Commissioners will require you to provide 20 copies: one for each Commissioner, one for the Clerk, one for the District Attorney, one for the Public and two for the County Manager. Contracts or documents requiring signature must be submitted with three original copies. Expenditure Impact by FY(s): (Provide detail on Financial Form) Routing & Approval (Sign & Date) 1. Dept lxi No financial impact 4. inance 5. Board of County Commissioners Action I Approved Disapproved L Amended as follows: fr I Clerk of the Board Date 4 L I P

2 AGENDA FINANCIAL FORM Agenda Item No.: 1. Department Name: 2. Financial Contact Person: Pam Webster Direct Phone 3. Personnel Contact Person Direct Phone 4. Was the Budget Director consulted during the completion of this form (V or N)? N 5. Does this item require a budget adjustment to be made (Y or N)? N 6. Account Number Data: (Complete for all revenue and expenditure lines and for all fiscal years that are impacted. Budaeted: Y=Yes, NNo, A=Absorbed in budget (state how under Comments section below.) FY Budgeted Fund Dept # Function Object $ Amount 10 Yes $77, Comments: Completed by: Signature Date:

3 Conversion NYE COUNTY BOARD OF COUNTY COMMISSIONERS STAFF REPORT Meeting Date: March 2, 2010 Staff Recommendation: Award Prepared By: Judy Dodge File No: GENERAL INFORMATION SUMMARY Agenda Item: ((1) Discussion and possible decision to accept or reject any or all bids and provide direction to staff for Request For Proposals Bid # of Recorder s Files. The amount of the recommended bid is $77, A 10% contingency is also requested to accommodate any overrun that may be encountered. (2) Authorize execution of the contract. The services would be funded from fund Recorder s Technology fund and is budgeted. Requested Action: Award of bid and execution of contract. RECOMMENDATION/FINDINGS Samples of the images to be converted were sent to each contractor that met the bid specifications. Upon receipt of the samples additional charges were added to two of the bidder s proposals, resulting in substantial cost modification to their original bids. It is the recommendation of the Recorder and the Purchasing Department that the bid be awarded to US Imaging of Saginaw, Michigan. That company has included in their cost the rescan of images. The 10% contingency is to accommodate industry standards for any overrun on rescans. As this project is the first of it s kind for Nye County, the Recorder s Office is unsure as to what to expect for rescans. APPLICABLE REGULATIONS As per Nye County Purchasing Policy and MRS : 1. Except as otherwise provided by specific statute: (a) A governing body or its authorized representative shall advertise all contracts for which the estimated amount required to perform the contract exceeds $25,000. RECOMMENDED CONDITIONS OF APPROVAL None

4 Nye Nye Recorder To: Judy Dodge From: Byron P. Foster Date: January 16, 2010 RE: Tonopah Phone: (775) Fax: (775) Nye County Recorder Pahrump Phone: (775) Byron P. Foster Fax: (775) us Memo County Purchasing & Contracts Adinistrator County Recorder RFP and Contract Bid # Conversion of Original Microfilm Images and Books to Digital Files Analysis of Bids Estimated Cost Estimated Cost Company as Bid Modified Note FNTI,LLC $18, $32, Technical Imaging Systems, Inc. $31, $34, US Imaging $77, $58, Global 360 $83, $83, High Desert Microimaging, Inc. Did not meet bid specifications 4 PFA, Inc. Did not meet bid specifications 5 Note 1. FNTI, LLC No price was given to crop the images. Upon receipt of the sample images, the price has increased by $0.03 per image to crop 453,000 images which is an increase of $13, The images received were cropped to the scan board not the image. This results in a large file size. 2. Technical Imaging Systems, Inc., upon receipt of the sample images, the price has increased by $ per image for manual cropping of 453,000 images which is an increase of $3, The images received were cropped to the scan board not the image. This results in a large file size. 3. US Imaging, price includes the cost for rescanning of poor images whereas other proposals do not. This additional cost, which was added as part of their complete bid, is estimated at $19, The images received were cropped to the image not the scan board which is a savings in the storage and transfer of file size for each image. 4. High Desert Microimaging, Inc., did not meet bid specifications as no bid was submitted for scanning of books. 5. PFA, Inc., did not meet bid specifications as scanning of books would not take place in Tonopah NV.

5 Byron Foster From: Sent: To: Cc: SubJect: Trillo Sr, Rocci Wednesday, December 23, :35 PM Judy Dodge Byron Foster 35mm film and DVD Images HI Judy We received the film and DVD from Bryon Foster lbr the test samples. The film had no problems to crop. The DVD is the issue. In talking to Bryon he asked us to crop out the writing and tabs around the image. Who ever scanned the images from the film should have removed It then. In order to do this process we will have to do a manual crop for each image. Also the images are in a multi page format. In order to crop each image we will have to convert the images to a single page. After the images are all cropped we will put them back into multi page. When we put the cropping was included for the 453,000 images on DVD we did not know we would have to remove the writing and tabs on the Images. We can do this but will have to charge an additional $.03 per Image on the 453,000 images. The price on the 35mm scanning and cropping will remain the same. The samples will be shipped back today. I am sorry for any inconvenience this may cause. Thank You Rocci Rocci Trillo Business Development Executive A Fidelity National Financial Company 2123 Ringwood Avenue San Jose, CA (800) x 315- direct (408) cell 1

6 TECHNICAL IMAGING SYSTEMS, INC. 61 D East 40th Street Vancouver, Washington Phone [360) Fax (360) Byron P. Foster Nye County Recorder N. Floyd St. Ste. 1 Pahrump, NV /29/2010 Dear Byron: Please find enclosed a sample ofboth the cropped images from the CD you sent as well as the scanned images from the 35 mm film. We were able to automate the cropping of the images but also found that there is a small percentage of the images that will need to be manually cropped. We therefore submit a price of.0075 per image to crop the 453,000 images that you currently have. Thank you for the opportunity to provide a sample and proposal for your imaging project. Please let me know if you have any questions or if there are other imaging needs that you may have. I would also submit that if you have digital images that need to be archived on to microfilm, that that is another service we offer. We provide this service for many of the Oregon Counties. We look forward to hearing from you. Sincerely, Kevin Brubacher