Complete Paperless Solutions - Building Scanning Project (2018) - Amendment No. 2SECOND AMENDMENT TO THE AGREEMENT FOR SERVICES BETWEEN THE CITY
OF GILROY AND COMPLETE PAPERLESS SOLUTIONS FOR BUILDING FILE
DIGITIZATION
WHEREAS, the City of Gilroy, a municipal corporation ("City"), and Complete Paperless
Solutions entered into that certain agreement entitled "Agreement for Services", effective on July 20,
2018, hereinafter referred to as "Original Agreement"; and
WHEREAS, City and Complete Paperless Solutions have determined it is in their mutual
interest to amend certain terms of the Original Agreement.
NOW, THEREFORE, FOR VALUABLE CONSIDERATION, THE PARTIES AGREE AS
FOLLOWS:
1. ARTICLE 1 (TERM OF AGREEMENT), Paragraph 1 of the Original Agreement shall be
amended to read as follows:
"This Agreement will become effective on Julv 20, 2018 and will continue in effect through
September 30, 2020 unless terminated in accordance with the provisions of Article 7 of this
Agreement."
2. Exhibit `B" (Scope of Services) of the original agreement is hereby replaced with the attached
Exhibit "B".
3. Exhibit "C" (Milestone Schedule) of the original agreement is hereby replaced with the
attached Exhibit "C".
4. Exhibit "D" (Payment Schedule) of the original agreement is hereby replaced with the attached
Exhibit "D".
5. This Amendment shall be effective on December 1, 2019.
6. Except as expressly modified herein, all of the provisions of the Original Agreement shall
remain in Rill force and effect. In the case of any inconsistencies between the Original Agreement and
this Amendment, the terms of this Amendment shall control.
7. This Amendment may be executed in counterparts, each of which shall be deemed an original,
but all of which together shall constitute one and the same instrument.
IN WITNESS WHEREOF, the parties have caused this Amendment to be executed as of the
dates set forth besides their signatures below.
CITOY
By: _
[si�nature]
Gabriel A. Gonzalez `v\
[employee namel
City Administrator
[fide/department]
Date:
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COMPLETE P
By:
Claude
Managi
Date:
[titlel
16 0
Approved as to Form
City Attorney ,
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ATT ST: -
Clerk U
EXHIBIT "B"
SCOPE OF SERVICES
Project Objectives:
• Digitize any records: most of the records are legal size (8.5 x 14) documents and E and D size
drawings.
• Provide quality imaged documents, names and index images of the archived records.
• Convert microfilm sheets into Laserfche.
Project Scope"
• Archive project file records held by the Building Division of the City of Gilroy Community
Development Department.
• Archive Microfiche film records held by the Building Division of the City of Gilroy
Community Development Department.
• Index using 6 fields: document type, document date, file number, location, street name, and
APN.
• Estimated volume:
0 25 boxes or around 62,500 documents
0 10,500 Microfiche film sheets
Methodology:
• Complete Paperless Solutions will take custody of all the building documents, including
permits and maps, and Microfiche film.
• Records will be processed and indexed.
• Standard Quality Control will be performed on scanned images.
• Scanned images will be black and white at 300 DPI mode.
Deliverables:
• Output format will be in TIFF fonnat.
• Output of data delivered as a volume.
• Invoice will be prepared for payment upon delivery.
• Ingestion into Laserfishe will be made by Complete Paperless Solutions.
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EXHIBIT "C"
MILESTONE SCHEDULE
All records will be scanned, digitized, indexed, and returned to the City within a four -month period.
Sample of digitization project will be completed within the first two weeks of the project
implementation for Quality Assurance by the City. Project will be completed no later than September
of 2020.
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EXHIBIT "D"
PAYMENT SCHEDULE
Large Format Scanning @ 300 dpi:
$0.85 per image (B&W)
Under 11 x 17 @ 300 dpi*:
$0.045 per image (B&W)
Microfiche scanning:
$1.80 per sheet
Document Prep (if any):
$21.50 per hour
Data Entry/Indexing:
$0.35 per image
Pick up/delivery:
$1,350 per trip
Laserfishe Ingestion:
$450 per session
* All required separator targets are billed at this rate as well.
Payment will be made to the contractor upon receipt of invoices for services, up to the total contract
amount.
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