HomeMy WebLinkAbout05.d.01 CA Document Scanning Services Piggyback Clay County EXECUTIVE SUMMARY
AGENDA ITEM:
Request for Advance Approval to Piggyback with the Clay County Contract No. 2023/2024-221
and ImageStoreHouse.com, LLC (ImageStoreHouse) Agreement for Document Scanning
Services.
Date: May 28, 2026
BACKGROUND:
Staff is requesting authorization to enter into a contractual arrangement with ImageStoreHouse by
piggybacking with their existing contract with Clay County for the purchase of Document
Scanning Services. Clay County competitively bid and awarded the agreement to
ImageStoreHouse.
Staff reviewed the requirements of the Clay County Contract No. 2023/2024-221, specifically
Section 2.31 —Use of Contract by Other Government Agencies, and confirms that it satisfies the
CCUA Procurement Policy, subsection 3.2.7.3, which require that any contract used for
piggybacking must expressly authorize such use. The Clay County contract includes the necessary
provision permitting other governmental entities to utilize the agreement.
In addition, ImageStoreHouse has formally confirmed that CCUA is authorized to piggyback this
contract and they can provide the required Document Scanning Services in a cost-effective and
timely manner under the same terms and pricing structure.
BUDGET:
Staff budgeted $70,000.00 in the FY2025/2026 budget for the purchase of Document Scanning
Services.
RECOMMENDATION:
Staff respectfully requests approval from the Board of Supervisors to piggyback the Clay County
Contract No. 2023/2024-221 with ImageStoreHouse.com, LLC for Document Scanning Services.
ATTACHMENTS:
Clay County Contract No. 2023/2024-221
Contract between CCUA and ImageStoreHouse, LLC
//DP (Author)
//DP, SJ, AE (Review)
//KR(Final)
Clay County Agreement/Contract No. 2023/2024— 221
AGREEMENT FOR DOCUMENT SCANNING SERVICES
This Agreement for Document Scanning Services ("Agreement") is entered into this
5 day of July , 2024 between ImageStoreHouse.com, LLC, a Florida Limited Liability
Company ("Contractor"), and Clay County, a political subdivision of the State of Florida (the
"County").
RECITALS
WHEREAS, the County issued an Invitation for Bid, Bid No.: 23/24-041 ("Bid"), to
engage a qualified contractor to provide document scanning services to be utilized by all
departments within Clay County on an as needed basis; and
WHEREAS, the Contractor responded to the Bid with a proposal to offer the requested
services ("Contractor's Response"); and
WHEREAS, the County evaluated the proposals submitted, and the County selected the
Contractor as the lowest responsive, responsible qualified contractor;and
WHEREAS, the Contractor provides document management and indexing solutions for
corporations, government agencies and privately-held businesses throughout North America and
is qualified to provide the requested services; and
WHEREAS, the parties hereby acknowledge and expressly agree that the terms and
conditions of the Bid as well as the Contractor's Response apply to this Agreement and are
incorporated herein by reference; and
WHEREAS, the Contractor desires to provide the services to the County as set forth
in this Agreement; and
WHEREAS, this Agreement supersedes and replaces any previous agreement, and any
prior agreement entered into between the parties related to these services in effect at the time that
this Agreement is executed, shall be terminated as of the Effective Date of this Agreement.
NOW THEREFORE, in consideration of the foregoing recitals, the mutual covenants
and promises set forth herein, and for other good and valuable consideration, the receipt of which
is hereby acknowledged and all objections to the sufficiency and adequacy of which are hereby
waived, the parties agree as follows:
1. THE SERVICES
(a) The above recitals are true and correct and are incorporated herein by reference.
(b) The Contractor shall provide document scanning services to be utilized by all
departments within Clay County on an as needed basis in accordance with the Bid Scope of
Services attached hereto and incorporated herein as Attachment A, as amended and clarified by
the Bid Question & Answer Report attached hereto as Attachment B, and the terms and
conditions of this Agreement (the "Services"). The Services include, but are not limited to,
scanning, file folder naming, indexing, shredding or packing re-assembly, distribution, and
storage of files.
(c) In providing the Services, the Contractor shall:
1. Be familiar with the Services, deadlines, requirements, and the conditions under which
the Services are to be completed.
2. Conduct business in a manner that reflects favorably at all times on the Services and
the goodwill and reputation of the County;
3. Avoid deceptive, misleading or unethical practices that are or might be detrimental to
the County;
4. Not use any false, deceptive or misleading trade practices in the performance of the
Services.
(d) In entering into this Agreement, the Contractor represents that it now has or will secure
all equipment and personnel required to perform all Services under this Agreement. The
Contractor shall assign such personnel as are necessary to assure faithful prosecution and timely
delivery of the Services pursuant to the requirements of this Agreement. The Contractor shall
ensure that the personnel assigned to perform the Services comply with the terms of this
Agreement, have current licenses and permits required to perform the Services, and are fully
qualified and capable to perform their assigned tasks.
(e) The Contractor represents and warrants to the County that Contractor is experienced with
providing the Services described in this Agreement and is qualified and competent to perform
such Services. The Contractor shall perform any and all Services assigned in a timely, efficient,
workmanlike, and cost-effective manner that comports with professional industry standards,
applicable federal, state and local laws and regulations, and in accordance with the applicable
professional standards.
(f) The Contractor shall perform the Services using the degree of care and skill ordinarily
exercised by similarly practicing professionals performing similar services under similar
conditions in the same or similar geographic area and in compliance with all applicable laws
("Standard of Care").
(g) In performance of the Services, the Contractor is bound by and shall comply with all
terms and conditions of this Agreement and all federal, state, and local laws and regulations
applicable to the Services. Any reference in this Agreement to a particular law, rule, or regulation
in no way implies that no other law, rule, or regulation applies. Any violation of these laws, rules,
and regulations shall constitute a material breach of this Agreement and shall entitle the County to
terminate this Agreement upon delivery of written notice of termination to the Contractor as
outlined herein.
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(h) The County gives the Contractor no guarantee of any Services or any specific amount or
quantity of Services that may be accomplished or performed by the Contractor during the term of
this Agreement.
(i) The County shall have the sole right to reduce or eliminate, in whole or in part, the scope
of work of any Service at any time and for any reason, upon written notice by the County
Representative or Project Manager to the Contractor specifying the nature and extent of the
reduction. In such event,the Contractor shall be compensated for the Services already performed.
(j) The Contractor shall also be compensated for the Services remaining to be done and not
reduced or eliminated under the Agreement. However, the Contractor will not be compensated for
services not performed or that are eliminated from this Agreement by the County.
(k) The County may conduct performance evaluations at any time during performance of the
Services or soon after the completion of any Services to ensure compliance with the Agreement.
One or more evaluations may be conducted solely at the discretion of the County.
(1) The County will discuss all instances of unacceptable equipment and/or Services with the
Contractor. Such shall be immediately rectified by the Contractor at no charge to the County, to
include any labor and materials as it may apply. During this time, the County may suspend the
Service until the problem(s) are corrected or may elect to use another company on an emergency
basis. A record of failure to perform or of an unsatisfactory performance may result in supplier
debarment.
(m) For purposes of this Agreement, the County Representative shall be Howard Wanamaker,
County Manager, and the Project Manager shall be Dean Hane, MIS Director, or designee.
2. ADDITIONAL SERVICES AND FEES
(a) If the County identifies or the Contractor recommends any additional services to be
provided by the Contractor that are not covered under the Agreement but are beneficial to the
County, such additional services, including scope, timing, and fees must be mutually agreeable
between the County and the Contractor and authorized in writing by the County.
3. TERM
(a) The initial term of the Agreement shall begin on August 1, 2024 ("Effective Date") and
shall remain in effect for a period of three years continuing through July 31, 2027, unless sooner
terminated as provided herein. The Agreement may be renewed for two additional one year periods
upon subsequent written agreement of the parties.
(b) The parties hereto mutually understand and agree that time is of the essence in the
performance and completion of the Services. The Contractor agrees to timely perform all
Services.
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4. PAYMENT
(a) Payments will be made by the County to the Contractor for Services performed, at the
unit costs for the items in the quantities provided (as opposed to the estimated quantity), in
accordance with the Price Table attached hereto and incorporated herein as Attachment C,
upon presentation of an Invoice submitted to the County in accordance with paragraph 5.
(b) The County shall not be responsible for payment of costs or other expenses, including,
but not limited to, materials, equipment, supplies, travel or per diem expenses, courier service,
telephone, facsimile, copying or postage charges, out-of-pocket expenses, fees, overhead, profit,
and other expenses, items or requirements to complete the Services as any and all expenses
incurred by the Contractor are to be included as part of the unit costs.
5. PAYMENT PROCEDURES
(a) As used herein, the term "Act" means the Local Government Prompt Payment Act set
forth in Part VII of Chapter 218, Florida Statutes; the term "Invoice" means a statement, invoice,
bill, draw request or payment request submitted by the Contractor under this Agreement; and the
term "Submittal Date" means, with respect to an Invoice, the submittal date thereof to the Paying
Agent. Invoices shall be submitted to Clay County Comptroller's office ("Paying Agent") by
Email at invoices@clayclerk.com or U.S. Mail at Clay County BOCC, PO Box 988, Green Cove
Springs, FL 32043 ATTN: Accounts Payable. All payments will be governed by the Act, which
provides that payments will be made not later than 45 days from receipt of proper invoice.
(b) The Contractor shall submit an Invoice to the Paying Agent no more than once per
month based on the amount of the Services done or completed. Any partial estimates and
payments found to be in error shall be subject to correction in the estimates and payments
subsequent thereto, and in the final estimate and payment. Invoices shall be signed by the
Contractor and must include the following information and items:
1. The Contractor's name, address and phone number, including payment remittance
address.
2. The Invoice number and date.
3. Reference to the Agreement by its title and number as designated by the County and
Purchase Order number.
4. The period of the Services covered by the Invoice.
5. The total amount of payment requested along with a description of the Services
provided, including the quantity of each item provided and unit costs for such items
covered by the Invoice.
6. Supporting documentation necessary to satisfy auditing requirements (both preaudits
and post-audits), for cost and Services completion.
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7. The Contractor must provide any additional documents, certificates, or information as
needed to support or document the Invoice as may be requested by the County.
(c) Upon receipt of an Invoice submitted under this paragraph, the Paying Agent and/or
Project Manager shall date stamp the Invoice as received. Thereafter, the Paying Agent and/or
Project Manager shall review the Invoice and may also review the Services as delivered,
installed, performed or to be performed to determine whether the quantity and quality of the
Services is as represented in the Invoice and is as required by this Agreement. If the Paying
Agent and/or Project Manager determines that the Invoice does not conform with the applicable
requirements of this Agreement or that the Services within the scope of the Invoice has not been
properly delivered, installed, performed or to be performed in full accordance with this
Agreement, the Paying Agent and/or Project Manager shall notify the Contractor in writing
within 10 business days after the improper Invoice is received that the Invoice is improper and
indicate what corrective action on the part of the Contractor is needed to make the Invoice
proper.
(d) By the submittal of an Invoice hereunder, the Contractor shall have been deemed to have
warranted to the County that all Services for which payments have been previously received
from the County shall be free and clear of liens, claims, security interests or other encumbrances
in favor of the Contractor or any other person or entity for failure to make payment.
(e) The parties will attempt to settle any payment dispute arising under this paragraph
through consultation and a spirit of mutual cooperation. The dispute will be escalated to
appropriate higher-level managers of the parties, if necessary. If the dispute concerning payment
of an Invoice remains unresolved within 30 days following the Submittal Date, then the Project
Manager shall schedule a meeting between the Contractor's representative and the Project
Manager with the County Manager, to be held no later than 43 calendar days following the
Submittal Date, and shall provide written notice to the Contractor regarding the date, time and
place of the meeting no less than 5 calendar days prior thereto. At the meeting, the Contractor's
representative and the Project Manager shall submit to the County Manager their respective
positions regarding the dispute, including any testimony and documents in support thereof. The
County Manager shall issue a written decision resolving the dispute within 45 calendar days
following the Submittal Date, and serve copies thereof on the Contractor's representative and the
Project Manager.
(f) The County's review, approval, acceptance of, or payment for the Services required
under this Agreement may not be construed or deemed to operate as a waiver of any rights under
this Agreement or of any cause of action arising out of the performance of this Agreement, and
the Contractor will be and remain liable to the County in accordance with applicable law for
damages suffered by the County caused by the Contractor's negligent performance of any of the
Services furnished under this Agreement.
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6. INDEMNIFICATION
(a) The Contractor shall promptly defend, indemnify, and hold harmless the County, and its
directors, officers, employees, representatives, agents, boards and commissions from and against
any and all liabilities, demands, claims, suits, losses, damages, causes of action, fines, orders,
and/or judgments, either at law or in equity, including court costs, attorneys' fees, professional
fees, or other expenses, that may hereafter at any time be made or brought by anyone on account
of personal or bodily injury, damage to or loss of property, loss of monies, death, or other loss,
arising out of, by reason of, or in any manner caused by the negligence, recklessness or
intentional wrongful misconduct of the Contractor and/or persons employed or utilized by the
Contractor in the performance of this Agreement.
(b) The County does not agree to and shall not indemnify the Contractor or any other person
or entity, for any purpose whatsoever. To the extent any indemnification by the County may be
construed under this Agreement, any such indemnification shall be subject to and within the
limitations set forth in Section 768.28, Florida Statutes, and to any other limitations, restrictions
and prohibitions that may be provided by law, and shall not be deemed to operate as a waiver of,
or modification to, the County's sovereign immunity protections.
(c) This paragraph shall survive the expiration or termination of this Agreement.
7. INSURANCE
(a) The Contractor shall maintain throughout the term of this Agreement and completion of
any Services and during any renewal or extension term(s) of this Agreement or as required
herein insurance of the following types and with such terms and limits:
1. Commercial General Liability
Coverage must be afforded under a Commercial General Liability policy with limits not
less than:
• $1,000,000 each occurrence and $2,000,000 aggregate for Bodily Injury, Property
Damage, and Personal and Advertising Injury
• $1,000,000 each occurrence and $2,000,000 aggregate for Products and
Completed Operations
• $50,000 each occurrence for Damage to Rented Premises
• $5,000 Medical Expenses (any one person)
Commercial and General Liability policy must include coverage for contractual liability
and independent contractors.
2. Business Automobile Liability
Coverage must be afforded for all Owned, Hired, Scheduled, and Non-Owned vehicles
for Bodily Injury and Property Damage in an amount not less than $1,000,000
combined single limit each accident. If the Contractor does not own vehicles, the
Contractor shall maintain coverage for Hired and Non-Owned Auto Liability, which
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may be satisfied by way of endorsement to the Commercial General Liability policy or
separate Business Auto Liability policy.
3. Workers' Compensation and Employer's Liability
Any person or entity performing work for or on behalf of the County must provide
Workers' Compensation and Employer's Liability insurance in limits not less than:
• Workers Compensation Statutory limits
• Employers Liability $100,000 Each Accident
$500,000 Disease Policy
$100,000 Disease-Each Employee
Exceptions and exemptions may be allowed by the County Manager, if they are in
accordance with Florida Statutes.
The Contractor waives, and the Contractor shall ensure that its insurance carrier waives,
all subrogation rights against the County, its employees, agents, boards, and
commissions, for all losses or damages. The County requires the policy to be endorsed
with WC 00 03 13 Waiver of our Right to Recover from Others or equivalent.
The Contractor must be in compliance with all applicable State and federal workers'
compensation laws, including the U.S. Longshore Harbor Workers' Act and the Jones
Act, if applicable.
For any Contractor who has exempt status as an individual, the County requires proof
of Workers' Compensation insurance coverage for that Contractor's employees, leased
employees, volunteers, and any workers performing work.
4. Umbrella/Excess Insurance
If the Contractor's primary insurance policy/policies do not meet the minimum
requirements, the Contractor may provide an Umbrella/Excess insurance policy to
comply with the insurance requirements.
(b) Providing and maintaining adequate insurance coverage is a material obligation of the
Contractor. Prior to commencement of the Services, the Contractor must deliver valid certificates
of insurance for the required insurance coverage to the County's Purchasing Department.
(c) The certificates of insurance for the required coverages, with the exception of Workers'
Compensation, Employer's Liability, and Professional Liability, shall name "Clay County, a
political subdivision of the State of Florida, and The Board of County Commissioners, Clay
County, Florida, its employees, agents, boards and commissions, as their interests may
appear" as "Additional Insureds." The coverage shall contain no special limitation on the
scope of protection afforded to the County, its employees, agents, officials, boards, and
commissions. The certificates of insurance shall indicate if coverage is provided under a claims-
made or occurrence form. If any coverage is provided on a claims-made form, the certificates of
insurance will show a retroactive date, which should be the same date of the initial Agreement or
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prior. The Agreement number, event dates, and/or other identifying reference must be listed on
the certificates of insurance.
(d) The Certificate Holder on the certificates of insurance should read as follows: "Clay
County Board of County Commissioners, P.O. Box 1366, Green Cove Springs, FL 32043"
or as otherwise designated by the County's Purchasing Department.
(e) The certificates of insurance shall be provided to the County with a thirty (30) day notice
of cancellation; ten (10) days' notice if cancellation is for nonpayment of premium. In the event
that the insurer is unable to accommodate the cancellation notice requirement, it shall be the
responsibility of the Contractor to provide the proper notice. Such notification will be in writing
by registered mail, return receipt requested, and addressed to the Certificate Holder. In the event
the Agreement term goes beyond the expiration date of any insurance policy, the Contractor shall
provide the County's Purchasing Department with an updated certificate of insurance no later
than ten (10) days prior to the expiration of the insurance currently in effect. The County
reserves the right to suspend the Agreement until this requirement is met. If any required
insurance coverage is canceled, terminated, or revoked, the Contractor agrees to immediately
suspend its operations until replacement insurance is obtained and verified.
8. CONTRACTOR'S CERTIFICATION OF COMPLIANCE
(a) In providing the Services, the Contractor may receive or have access to certain
confidential information. The undersigned hereby certifies that the Contractor is fully aware of
and committed to complying with all applicable federal and state laws and regulations
concerning the confidentiality and protection of personal health information, including but not
limited to the Health Insurance Portability and Accountability Act (HIPAA) and the Patient
Protection and Affordable Care Act.
(b) The Contractor acknowledges that it has established and implemented policies and
procedures designed to ensure the confidentiality, integrity, and availability of all confidential
health information that we create, receive, maintain, or transmit as part of fulfilling our
obligations under this Agreement. The Contractor further acknowledges that it has implemented
appropriate administrative, technical, and physical safeguards to protect against any unauthorized
use or disclosure of confidential health information and to ensure the security of such
information.
(c) The Contractor understands that failure to comply with these obligations may result in
legal consequences, including but not limited to termination of the Agreement and financial
penalties.
9. DEFAULT AND TERMINATION
(a) Default. If the Contractor breaches any covenant made by it hereunder; fails to
satisfactorily perform any condition, provision, or obligation of this Agreement; fails to make
progress so as to endanger performance under the terms and conditions of the Agreement; fails to
perform on time or in accordance with the schedule agreed to by the parties; provides false or
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inaccurate information; fails to make payment to subcontractors or suppliers in accordance with
the Agreement or in accordance with the respective agreements between the Contractor and the
subcontractors or suppliers; fails to comply with applicable rules, laws and regulations; or
whenever the Contractor ceases operation, dissolves its corporation, or otherwise no longer
provides the required Services under the terms of this Agreement, the County may consider the
contractor to be in default and may assert a default claim by giving the contractor a written
notice of default. except for a default by the contractor for failing to comply with applicable
laws, rules, and regulations or for no longer providing the services contemplated under this
agreement which must be cured immediately or is otherwise subject to automatic termination for
cause, the Contractor shall have ten (10) calendar days after receipt of the notice of default to
either cure the default or, if the default is not curable within ten (10) calendar days, provide a
written cure plan to the County describing how and when the default will be cured, which the
County in its sole discretion may approve or disapprove. The Contractor will begin
implementing the cure plan immediately after receipt of notice by the County that it approves the
plan. If the Contractor fails to cure or the County does not approve the cure plan, then the County
may terminate this Agreement for cause.
(b) Termination for Cause. Upon the failure or inability of the Contractor to cure the default
as provided above, unless otherwise agreed in writing, the County may, at its option, without
releasing or waiving its rights and remedies against the Contractor and without prejudice to any
other right or remedy it may be entitled to hereunder or by law, terminate this Agreement, in
whole or in part, for cause immediately upon written notice of termination by the County
Representative to the Contractor. In the event the County terminates the Agreement, in whole or
in part, because of default by Contractor, the County may procure goods, services, materials,
and/or work similar to those terminated, and the Contractor shall be liable for any damages,
costs, and any other expenses incurred due to this action. If it is determined that the Contractor
was not in default or that the default was excusable (e.g. failure due to causes beyond the control
of, or without the fault or negligence of the Contractor), the rights and obligations of the parties
shall be those as provided in the provision for Termination for Convenience.
(c) Termination for Convenience. The County may whenever the interests of the County so
require, terminate the Agreement, in whole or in part, for the convenience of the County. The
County Representative shall give thirty (30) calendar days prior written notice of termination to
the Contractor, specifying when the termination is to become effective. In the event of any such
termination, the Contractor shall be paid by the County for all Services satisfactorily performed
up to receipt of the notice of termination, and thereafter until the date of termination, the
Contractor shall be paid only for such Services as is specifically authorized in writing by the
County.
(d) Unless directed differently in the notice of termination, the Contractor shall incur no
further obligations in connection with the terminated Services and shall stop Services to the
extent specified and on the date given in the notice of termination. Additionally, unless directed
differently, the Contractor shall terminate outstanding orders and/or subcontractor agreements
related to the terminated Services and shall transfer all Services in progress, completed Services,
and other materials related to the terminated Services to the County.
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(e) Termination of this Agreement or a portion hereof under the provisions incorporated
herein shall not relieve the Contractor of its responsibilities for the completed portion or
concerning any just claims arising out of the Services performed.
10. TAXES
(a) In that the County is a governmental agency exempt from sales and use taxes, the County
shall pay no such taxes, any other provisions of this Agreement to the contrary notwithstanding.
The County shall provide proof of its exempt status upon reasonable request.
11. APPROPRIATED FUNDS
(a) The Contractor acknowledges that in the budget for each fiscal year of the County during
which the term of the Agreement is in effect a limited amount of funds are appropriated which
are available to make payments arising under the Agreement. Any other provisions of the
Agreement to the contrary notwithstanding, and pursuant to the provisions of Section 129.07,
Florida Statutes, the maximum payment that the County is obligated to make under the
Agreement from the budget of any fiscal year shall not exceed the appropriation for said fiscal
year.
12. PUBLIC RECORDS
(a) The Contractor acknowledges the County's obligation under Art. 1, Section 24, Florida
Constitution, and Chapter 119, Florida Statutes, as from time to time amended (together, the
Public Records Laws), to release public records to members of the public upon request. The
Contractor acknowledges that the County is required to comply with the Public Records Laws in
the handling of the materials created under the Agreement and that the Public Records Laws
control over any contrary terms in the Agreement. In accordance with the requirements of
Section 119.0701, Florida Statutes, the Contractor covenants to comply with the Public Records
Laws, and in particular to:
1. Keep and maintain public records required by the County to perform the Services
required under the Agreement;
2. Upon request from the County's custodian of public records, provide the County
with a copy of the requested records or allow the records to be inspected or copied
within a reasonable time at a cost that does not exceed the cost provided in
Chapter 119, Florida Statutes, or as otherwise provided by law;
3. Ensure that public records that are exempt or confidential and exempt from public
records disclosure requirements are not disclosed except as authorized by law for
the duration of the Agreement term and following completion of the Agreement if
the Contractor does not transfer the records to the County; and
4. Upon completion of the Agreement, transfer, at no cost, to the County all public
records in possession of the Contractor or keep and maintain public records
required by the County to perform the Services. If the Contractor transfers all
public records to the County upon completion of the Agreement, the Contractor
shall destroy any duplicate public records that are exempt or confidential and
exempt from public records disclosure requirements. If the Contractor keeps and
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maintains public records upon completion of the Agreement, the Contractor shall
meet all applicable requirements for retaining public records. All records stored
electronically must be provided to the County, upon request from the County's
custodian of public records, in a format that is compatible with the information
technology systems of the County.
(b) The Contractor's failure to comply with the requirements of this paragraph shall be
deemed a material breach of this Agreement, for which the County may terminate the Agreement
immediately upon written notice to the Contractor.
(c) The Contractor acknowledges the provisions of Section 119.0701(3)(a), Florida Statutes,
which, as applicable to the County and the Contractor, require as follows:
1. A request to inspect or copy public records relating to the Agreement must be
made directly to the County. If the County does not possess the requested
records, the County shall immediately notify the Contractor of the request, and the
Contractor must provide the records to the County or allow the records to be
inspected or copied within a reasonable time.
2. If the Contractor does not comply with the County's request for records, the
County shall enforce the Agreement provisions in accordance with the
Agreement.
3. If the Contractor fails to provide the public records to the County within a
reasonable time, the Contractor may be subject to penalties under Section 119.10,
Florida Statutes.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING
TO THE AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC
RECORDS AT (904) 529-3604, publicrecords@clavcountvgov.com, POST
OFFICE BOX 1366, GREEN COVE SPRINGS, FLORIDA 32043.
13. AUDIT
(a) The Contractor shall retain all records relating to this Agreement for a period of at least
five (5) years after the Agreement ends or terminates, whichever occurs first. All records shall
be kept in such a way as will permit their inspection pursuant to Chapter 119, Florida Statutes.
The County reserves the right to examine and/or audit such records. This provision shall survive
the termination or expiration of this Agreement.
14. SCRUTINIZED COMPANIES CERTIFICATION
(a) In compliance with Section 287.135(5), Florida Statutes, the undersigned hereby certifies
that the Contractor is not participating in a boycott of Israel as defined in Section 287.135(1),
Florida Statutes; is not on the Scrutinized Companies with Activities in Sudan List or the
Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List as referred to in
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Section 287.135(2), Florida Statutes; and does not have business operations in Cuba or Syria as
defined in Section 287.135(1), Florida Statutes. In accordance with Section 287.135(3), Florida
Statutes, the County shall have the option of terminating this Agreement if the Contractor is
found to have submitted a false certification as provided under Section 287.135(5), Florida
Statutes, or been placed on the Scrutinized Companies with Activities in Sudan List or the
Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or been engaged
in business operations in Cuba or Syria, or to have been placed on the Scrutinized Companies
that Boycott Israel List or is engaged in a boycott of Israel as defined in Section 287.135(1),
Florida Statutes.
15. E-VERIFY REQUIREMENT
(a) Pursuant to Section 448.095, Florida Statutes, the Contractor shall register with and
utilize the U.S. Department of Homeland Security's E-Verify system to verify the work
authorization status of all new employees hired by the Contractor during the term of the
Agreement, and shall expressly require any subcontractors performing work or providing
services pursuant to the Agreement to likewise register with and utilize the U.S. Department of
Homeland Security's E-Verify system to verify the work authorization status of all new
employees hired by the subcontractor during the term of the subcontractor agreement.
Subcontractors shall provide the Contractor with an affidavit stating that the subcontractor does
not employ, contract with, or subcontract with an unauthorized alien, as set forth in Section
448.095(2)(b)1, Florida Statutes. Upon request, the Contractor must provide evidence of
compliance with this provision. Failure to comply with this provision is a material breach of the
Agreement, and the County shall have the option of terminating this Agreement at its discretion.
16. PUBLIC ENTITIES CRIMES
(a) A person or affiliate who has been placed on the convicted vendor list following a
conviction for public entity crime may not submit a bid, proposal, or reply on a contract to
provide any goods or services to a public entity, may not submit a bid, proposal, or reply on a
contract with a public entity for the construction or repair of a public building or public work,
may not submit bids, proposals, or replies on leases of real property to a public entity, may not
be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a
contract with any public entity, and may not transact business with any public entity in excess of
the threshold amount provided in Section 287.017 of the Florida Statutes, for CATEGORY
TWO for a period of 36 months from the date of being placed on the convicted vendor list.
(b) By signing this Agreement, the Contractor represents that the execution of this
Agreement will not violate the Public Entity Crimes Act (Section 287.133, Florida Statutes).
Violation of this Section shall result in termination of this Agreement and recovery of all monies
paid hereto and may result in debarment from the County's competitive procurement activities.
(c) In addition to the foregoing, the Contractor further represents that there has been no
determination, based on an audit, that it or any subcontractor has committed an act defined by
Section 287.133, Florida Statutes, as a "public entity crime" and that it has not been formally
charged with committing an act defined as a "public entity crime" regardless of the amount of
money involved or whether the Contractor has been placed on the convicted vendor list.
12
(d) The Contractor will promptly notify the County if it or any subcontractor of the
Contractor is formally charged with an act defined as a "public entity crime" or has been placed
on the convicted vendor list.
17. SUSPENSION AND DEBARMENT
(a) By execution of this Agreement, the Contractor certifies that neither it nor its principals
are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from participation in this transaction by any state or federal department or agency.
18. INDEPENDENT CONTRACTOR
(a) The parties to this Agreement are independent contractors. Neither party is an agent,
representative, or partner of the other party. This Agreement shall not be interpreted or construed
to create an association, agency, joint venture, or partnership between the parties or to impose
any liability attributable to such a relationship upon either party.
19. NO ASSIGNMENT
(a) The Contractor shall not assign any of its rights or duties under this Agreement to any
other party without the prior written consent of the County, which consent may be withheld by
the County for any or no reason. Any such assignment attempted by the Contractor without such
prior written consent shall be null and void. If the Contractor attempts to assign any such rights
or duties without securing such prior written consent, this Agreement may be declared in default
and terminated by the County.
20. SUBCONTRACTORS
(a) Subcontractors may be utilized in connection with this Agreement. The Contractor shall
provide the names of all subcontractors performing any Services associated with the Project to
the Project Manager. The County reserves the right to approve all subcontractors for this
Agreement.
(b) Any subcontractor utilized by the Contractor shall be supervised and compensated by the
Contractor.
(c) The Contractor shall be fully responsible to the County for the (i) acts and omissions (ii)
satisfactory performance and (iii) timeliness of the Services of its subcontractors and of persons
directly or indirectly employed by them.
(d) The Contractor shall cause appropriate provisions to be inserted in all subcontractor
agreements relative to the Services giving the Contractor the same powers that the County may
exercise over the Contractor under any provision of this Agreement.
13
(e) Nothing in the Agreement shall be construed as providing any subcontractor with any
rights or remedies against the County or any of its employees, principals, officers, or agents for
nonpayment or otherwise.
21. NO THIRD-PARTY BENEFICIARIES
(a) Any other provisions of this Agreement to the contrary notwithstanding, no third-party
beneficiaries are intended or contemplated under this Agreement, and no third-party shall be
deemed to have rights or remedies arising under this Agreement against either party to this
Agreement.
22. AMENDMENT OR MODIFICATION OF AGREEMENT
(a) The Agreement may only be modified or amended upon mutual written agreement of the
County and the Contractor. No oral agreements or representation shall be valid or binding upon
either party. The Contractor may not unilaterally modify the terms of the Agreement by affixing
additional terms to or by incorporating such terms onto the Contractor's documents forwarded by
the Contractor to the County.
23. FURTHER ASSURANCES
(a) Each of the parties shall cooperate with one another, shall do and perform such actions
and things, and shall execute and deliver such agreements, documents and instruments, as may
be reasonable and necessary to effectuate the purposes and intents of this Agreement.
24. REMEDIES
(a) The parties will attempt to settle any dispute arising from this Agreement through
negotiation and a spirit of mutual cooperation. The Contractor and the Project Manager will use
reasonable efforts to arrange meetings as needed, at mutually convenient times and places, to
address and work toward resolution of issues that arise in the performance of this Agreement.
The dispute will be escalated to appropriate higher-level managers of the parties, if necessary.
Each party shall have the right to seek the judicial enforcement and interpretation of this
Agreement.
25. GOVERNING LAW AND VENUE
(a) This Agreement shall be governed by and construed in accordance with the laws of the
State of Florida. Venue for any litigation, mediation, or other action proceeding between the
parties arising out of this Agreement lies in Clay County, Florida.
26. ATTORNEYS' FEES
(a) In the event either party shall retain an attorney to litigate on its behalf against the other
party regarding the enforcement or interpretation of this Agreement or regarding the rights,
remedies, or obligations of the parties arising under this Agreement, the party prevailing on the
14
majority of its claims, or which successfully defends against a majority of the other party's
claims, shall be entitled to an award of reasonable attorney's fees, court costs, and any other
expenses against the other party, including fees, court costs, and any other expenses incurred
from the date of referral of the dispute to the prevailing party's attorney through the conclusion
of litigation, or incurred in bankruptcy or on appeal. Nothing contained herein is intended to
serve as a waiver of sovereign immunity and extend the County's liability beyond the limits
established in Section 768.28, Florida Statutes.
27. NOTICE
(a) All notices given under this Agreement (excluding day-to-day communication in the
administration and management of this Agreement in the ordinary course) shall be in writing and
shall be deemed to have been duly given (1) when delivered by hand, (2) two days after having
been delivered to Federal Express, UPS, Airborne or another recognized overnight courier or
delivery service, or (3) five days after having been deposited into the United States mail, by
registered or certified mail, return receipt requested, postage prepaid, to the respective parties at
their respective addresses set forth below:
If to Contractor: If to the County:
ImageStoreHouse.com, LLC Clay County
8131 Baymeadows Circle West P.O. Box 1366
Suite 202 477 Houston Street
Jacksonville, FL 32256 Green Cove Springs, FL 32043
Attention: Rami Rawdah, CEO Attention: Howard Wanamaker, County
Manager
Copy to:, Project Manager
In the event that different addresses or representatives are designated by either party after
execution of this Agreement, notice of the name, title, and address of the respective party will be
provided to the other party.
28. WAIVER
(a) No waiver by either party of any term or condition of this Agreement will be deemed or
construed as a waiver of any other term or condition, nor shall a waiver of any breach be deemed
to constitute a waiver of any subsequent breach, whether of the same or of a different section,
subsection,paragraph, subparagraph, clause,phrase, or other provision of this Agreement.
29. SEVERABILITY
(a) If any provision of this Agreement shall for any reason be held to be invalid or
unenforceable, the invalidity or unenforceability of such provision shall not affect any of the
remaining provisions of this Agreement, and this Agreement shall be enforced as if such invalid
and unenforceable provision had not been contained herein.
15
30. HEADINGS
(a) The headings contained in this Agreement are for reference purposes only and shall not
affect in any way the meaning or interpretation of any or all of the provisions hereof.
31. ENTIRE AGREEMENT
(a) This Agreement represents the entire agreement between the parties for the provision of
the Services. This Agreement incorporates and includes all prior negotiations, correspondence,
conversations, agreements or understandings applicable to the matters contained herein, and the
parties agree that there are no commitments, agreements or understandings concerning the
subject matter of this Agreement that are not contained in or incorporated into this document.
32. COUNTERPARTS
(a) The Agreement may be executed in any number of counterparts and by the separate
parties in separate counterparts, each of which shall be deemed to constitute an original and all of
which shall be deemed to constitute the one and the same agreement.
33. ATTACHMENTS
(a) The Attachments listed below are incorporated herein by reference and made a part of
this Agreement as if set out fully herein. In interpreting this Agreement and resolving any
ambiguities, the main body of this Agreement takes precedence over the Attachments (unless
otherwise specified).
Attachment A: Bid Scope of Services
Attachment B: Bid Question&Answer Report
Attachment C: Price Table
34. AUTHORITY
(a) The parties agree to utilize electronic signatures and that the digital signatures of the
parties set forth below are intended to authenticate this Agreement and have the same force and
effect as manual written signatures. Each person signing on behalf of the parties represents and
warrants that he/she has full authority to execute this Agreement on behalf of such party and that
the Agreement will constitute a legal and binding obligation of such party.
[Signatures appear on the following page.]
16
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the
date and year first written above.
IMAGESTOREHOUSE.COM, LLC
4-ti
By: Rami Rawdah(Jul 5,202421:08 EDT)
Print Name: Rami Rawdah
Print Title: CEO
CLAY COUNTY, a political subdivision of the
State of Florida
By: Howard Wanamaker(Jut 5,202415:33 EDT)
Howard Wanamaker
County Manager on behalf of the
Board of County Commissioners
F:\Contract\IT\ImageStoreHouse-Document Scanning.doc
17
ATTACHMENT A
BID SCOPE
1. Scope of Work
1.1. Purpose
Clay County is soliciting sealed bids from qualified and experienced Bidders to provide Document
Scanning Services to be utilized by all departments within Clay County.The selected Bidder will be
responsible for converting hard copy documents into digital files and creating associated index files.
1.2. Scope of Services
The Document Scanning Services include but are not limited to scanning, file folder naming,
indexing, shredding or packing re-assembly, distribution, and storage of files.
Conversion of hard copy documents into a digital file(PDF format)and creation of associated index
files consistent with the following requirements.
1. Scanning:
o Conversion of hard copy documents into digital files (PDF format) in both black and white
and color.
o Deliverables in PDF format with appropriate labeling and indexing.
o Bidder will prep all documents for scanning including the removal of staples, paper clips,
rubber bands, and other binding methods.
o All documents will be scanned to scale (i.e. if printed out will match the original document
within 1% margin of error).
o Scanning at a minimum of 300 dpi, maintaining scale accuracy within a 1% margin of error.
Contractor to ensure that if pages must be rotated,they are to open at 100%.
o All black and white documents will be scanned as black only. Documents in color shall be
scanned in color.
o All stapled originals will be scanned as one file with multiple pages.
o Blank pages will not be scanned.
o Post-it type notes will be removed and scanned separately preceding the actual page.
o Multi-copy forms will not be separated. Only one copy will be scanned.
o Accuracy at a minimum rate of 95% is required. Bidder is required to rotate images as
necessary for improved searchable accuracy.
o Deliverables will be in the form of a labeled SFTP (Secure File Transfer Protocol).All images
will include a checksum to ensure integrity of file. FTP (File Transfer Protocol) site should be
able to be connected from any common FTP software. Bidder shall work with the county
Invitation For Bid#23/24-041
Title: Document Scanning Services
MIS division to ensure selected method of transfer functions as intended.All usernames will
be coordinated with the MIS division.
o All electronic media made by the Bidder must be kept accountable and under reasonable
security to prevent unauthorized release or access. All duplicated media shall be purged,
degaussed or securely overwritten and any printouts and non-erasable media shall be
returned to Clay County.
o All materials will be picked up and/or returned directly by the Bidder. Materials will not be
picked-up and/or returned using an overnight via a third-party (i.e. FedEx, UPS,courier
service,etc.).The Bidder shall take all necessary precautions to ensure against loss of
materials and reproducibles at any time while in the Bidder's possession. Proper control and
handling must be maintained at all times to prevent any information required to produce
the product ordered under these specifications from falling into unauthorized hands. Unless
otherwise indicated herein, all extra copies, materials,waste, etc., must be destroyed at the
Bidder's secured facility. Bidder will be required to show proof of identification at time of
pick-up and delivery.
o All originals should be returned to Clay County for verification and destruction. Under no
circumstances should the originals be destroyed by the scanning company unless authorized
by the County.
o All scanning\indexing must be done at the designated bidder's facility and cannot be
subcontracted without the County's permission.
2. File Folder Naming
o Each individual file folder and its specific coordinating documents will be named accordingly.
This should include some kind of agreed upon identifier for each box scanned.
3. Indexing Requirements
o The Contractor will create a JSON file with indexing information.
o The JSON file schema will be made available on request.
o Each file will have an MD5 hash included in the JSON file to ensure error free transmission.
o File folders and coordinating documents named with an agreed identifier.
4. Packing Re-assembly Requirements
o The furnished originals will be re-boxed and re-packed in the order received and returned in
the original container. If requested by Department, documents are to be shredded.
5. Distribution
o Pickup and delivery of hardcopies to designated department contact.
3
Invitation For Bid#23/24-041
Title: Document Scanning Services
6. Confidentiality
o Bidder must certify that they are compliant with all Federal and State Regulations in regards
to confidentiality of documents including HIPPA and Patient Protection and Affordable Care
Act.
7. Storage of Files
o Bidder agrees to store digital files in an offsite storage facility as a backup to the County's
internal system.
o The files should be searchable using a standard browser and be downloadable by approved
staff.
o Documents should be stored for the life of the contract.
8. Location and Outsourcing
o All scanning and indexing shall be conducted within the United States.
o No outsourcing to third-party companies without Clay County's permission.
9. Pickup and Delivery
o Pick up will be considered per location (address). If multiple departments are at one address
this will be considered one trip. Additional stops will be considered additional trips.
1.3. Work Days and Hours
Normal work hours are Monday through Friday, 8:00 a.m. to 4:30 p.m. unless approved by the County
Project Manager or designee.
1.4. Contractor and Subcontractor Qualifications
1. All work will be performed in accordance with the most applicable state and local regulations.
2. The Bidder shall own or have full access to the appropriate personnel and equipment to complete the
project requested.
3. The County reserves the right to approve all subcontractors for this contract. If subcontractors are to
be utilized, the subcontractors must possess an active and valid license issued by the Florida Department
of Business and Professional Regulation in the appropriate category. Sub-Contractors may be added
during the contract period only with PRIOR WRITTEN PERMISSION from the County, and only for
reasonable cause, as judged by the County. Responsibility for the performance of the contract remains
with the main contractor exclusively.
1.5. Unsatisfactory Equipment and/or Services
The County will discuss all instances of unacceptable equipment and/or services with the awarded Bidder.
This shall be immediately rectified by the Bidder at no charge to the County, to include any labor and
materials as it may apply.
4
Invitation For Bid#23/24-041
Title: Document Scanning Services
During this time, the County may suspend service with the Bidder until the problem(s) are corrected or
may elect to use another company on an emergency basis. A record of failure to perform or of an
unsatisfactory performance may result in supplier debarment.
1.6. Payment
The Bidder may request payment no more than once monthly, based on the amount of work completed.
All partial estimates and payments found to be in error shall be subject to correction in the estimates and
payments subsequent thereto, and in the final estimate and payment. Payments will be made in
accordance with the Florida Local Government Prompt Payment Act.
The amount of such payments shall be the total value of the project work completed to the date of the
estimate, based on the quantities and the Contract unit and/or lump sum prices, less an amount retained
and less payments previously made.The amount retained shall be determined in accordance with Section
255.078, Florida Statutes.
1.7. Term
The contract period will be for an initial term of three (3)years with possibility for two (2) additional
renewals of twelve months each.
1.8. Performance Evaluation
A work performance evaluation will be conducted periodically to ensure compliance with the Contract.
1.9. Cancellation of Contract
If the awarded Bidder fails to maintain acceptable product quality or to perform adequately in accordance
with the terms, conditions and specifications established in this Request for Bid, the County reserves the
right to cancel the contract upon thirty (30) days written notice to the Bidder.
1.10. Additional Services
If the County and/or awarded Bidder identifies any additional services to be provided by Bidder that are
not covered under the Agreement but are beneficial to the County, such additional services shall be
mutually negotiated between the County and the Bidder.
5
ATTACHMENT B
BID QUESTION &
ANSWER REPORT
cp JNTYFf0 Clay County
Purchasing / Administrative and Contractual
Services
-04)WEly- Karen Smith, Director of Purchasing
477 Houston Street,Green Cove Springs,FL 32043
(904)269-6376
QUESTION & ANSWER REPORT
R F B No. 23/24-041
Document Scanning Services
RESPONSE DEADLINE: February 12, 2024 at 4:00 pm
Monday, March 4, 2024
Approved, Unanswered Questions
1. Color Images
Jan 24, 2024 8:26 AM
Question: The County is requesting color scanning, can you please define color? Example: if a page has
blue, red, green ink, highlighters, stamp or color logos are they to be scanned in color or just photos,
graphs etc. Side note: color images are much larger than bi-tonal and can cost 4-5 times as much.
Pages that contain blue, red, green ink, highlighters, stamps, or color logos are to be scanned in color,
just as photos and graphs. Each department should be able to define each job s requiring color or black
and white scanning. Color should not be reserved for just photographs, but for anything that meets
particular department's needs.
2. Subcontracting
Jan 24, 2024 8:29 AM
Question: The County reserves the right to approve a subcontractor, shouldn't that information be
disclosed in the bidder's response?
Yes, see updated Section 5. Supplier Questionnaire, Subcontractor 5. 21
3. Pricing
Jan 24,2024 8:33 AM
Question: on your pricing page item 14 "Boxing Documents" is the vendor to come on site and box
documents? Will the County provide boxes? Item 18 "Vendor Storage" how long will the vendor need to
provide storage 30,60,180 days?
QUESTION &ANSWER REPORT
Invitation For Bid - Document Scanning Services
Page 1
QUESTION & ANSWER REPORT
RFB No. 23/24-041
Document Scanning Services
The County will provide the boxes and will box up the documents for vendor pickup. The supplier will
need to provide electronic storage for the life of the contract.
4. Site Visit
Jan 30, 2024 1:40 PM
Question: May I come out to inspect the documents? FYI - I understand the cone of silences so I will not
be asking any questions while on-site.
This is an as needed bid/contract, documents are not available for inspection now. Awarded supplier
can review prior to each task during term of agreement.
S. Packing Re-assembly Requirements
Jan 31, 2024 4:20 PM
Question: Does this indicate that you need full reassembly on these documents (for example re-stapling
documents back together) or just loosely bound? Note :Full reassembly will increase cost
Loosely bound is acceptable.
6. Damage Documents
Jan 31,2024 5:15 PM
Question: Level of damage to the documents? Is the text readable? What is County's expectation for
scanning such documents?
This will depend on each individual job. The awarded Supplier will contact and discuss the expectation
with the individual department.
7. Keystrokes
Feb 1,2024 1:58 PM
Question: Is it absolutely necessary to give pricing for Indexing of file by keystrokes or we can just simply
provide per page price?
Providing a price per page is acceptable.
8. Optical Character Recognition (OCR)
Feb 1, 2024 2:00 PM
Question: Our scanning process cover OCR for all pages/whole project. Please identify what does 1000
number stand for in SOW.
All documents should be OCR'd as a digital document is of drastically less value if you cannot search its
contents. Quantities are only estimates for bidding purposes.
9. Microfilm
Feb 1,2024 2:02 PM
Page 2
QUESTION & ANSWER REPORT
RFB No. 23/24-041
Document Scanning Services
Question: What is the anticipated microfilm quantity? SOW requires cost for 100, is this the correct
number?
This is intended to be an estimate only. There is no guarantee of what this quantity may be. The County
still requires a per unit cost.
10. Maintenance of Files for Searching and Backup
Feb 1, 2024 1:56 PM
Question: What does this exactly mean? Can you explain why 1 million qty is mentioned in SOW?
Feb 1,2024 1:56 PM
This is a placeholder number intended to illustrate that all files will need to be backed up and
searchable. There is no guarantee of what this quantity may be. The county still requires a per unit cost.
11. Term
Feb 1,2024 2:44 PM
Question: Will this be a one time or ongoing project?
The contract period will be for an initial term of three (3)years with the possibility for two (2) additional renewals
of twelve months each. The document scanning services will be "as needed" for any department who needs the
service during the term of the agreement.
12. Index Fields
Feb 1,2024 2:44 PM
Question: Are there any specific required index fields?
The indexed fields will depend on the specific job.
13. Pick Up Location
Feb 1, 2024 2:44 PM
Question: Can the County provide the addresses where documents will need to be picked up?
Yes, an address will be provided for each individual job. There may be multiple different addresses
depending on the job.
14. Storage of Files
Feb 1,2024 2:44 PM
Question: Re: Section 3.2 Scope of Services, 7. Storage of Files, first bullet point. Is the County looking for
a Content Services Platform (CSP) solution? If yes, how many subscribers are needed?
No, the county requires that the vendor be able to make the documents viewable "on-site for county's
viewing". We should always be able to see what you have scanned in its final format, and be able to
search it by its relevant indexes and box information.
15. Additional Services
Page 3
QUESTION & ANSWER REPORT
RFB No. 23/24-041
Document Scanning Services
Feb 1, 2024 2:45 PM
Question: The County has offered a line item for additional services on the price template. Can the
responder adjust the price template by adding multiple additional services, if needed?
Item #19 Vendor optional services has been removed from the price sheet.
16. Transportation
Feb 1,2024 2:45 PM
Question: Does the County need assistance with packing and preparing the records for transportation? If
so, how should that service be priced on the price template?
No assistance will be required. The departments will be responsible for boxing and readying the
documents for pickup.
17. Trips
Feb 1,2024 2:45 PM
Question: It was mentioned that there may be multiple departments within a location that will be
considered as one trip. Is the expectation that the responder goes through the building to collect the
records, or will they be placed at a loading dock and consolidated for pickup?
In the instances where multiple departments have pickups in the same building the respondent will go
to each department and pick up the boxes for document scanning services. There is no centralized
pickup for multiple departments at the same location.
18. Performance Bond
Feb 1,2024 2:46 PM
Question: Given our experience, and the nature of the solicitation, a Document Scanning Services to
more current technologies, we respectfully request the agency allow suitable alternatives to the
requirement of a performance bond. In place of a performance bond, would the state consider a
retainage arrangement wherein any amounts due for work completed have a percentage of total
payment retained until completion and final acceptance by the State?
A performance bond will not be required. No individual project is anticipated to cost $200,000.00 or
more.
19. "All scanning\indexing must be done at the designated bidder's facility and cannot be
subcontracted without the County's permission."
Feb 1, 2024 3:17 PM
Question: Will it be permissible to use foreign subcontractors with secure remote access to data housed
strictly within the United States for indexing purposes?
We cannot grant this permission without having more information about the "foreign subcontractors".
20. Index Fields
Page 4
QUESTION & ANSWER REPORT
RFB No. 23/24-041
Document Scanning Services
Feb 1, 2024 3:18 PM
Question: We assume each box will contain multiple folders. Can Clay County further clarify with
illustrative examples of index fields such as: BOX IDENTIFIER/FOLDER IDENTIFIER/DOCUMENT
TYPE/FIRST NAME/LAST NAME ...? Will index fields be identical for all files?
Individual departments will all use their own index fields. As an example, for the building departments
recurring Permitting documents these are the index fields:
File name, Permit Number, Document Type, Confidential
The box label will end up being the folder name, and all of the documents in the box will go into that
folder.
But for one off jobs (ie: scan and index these documents), the indexes will be specific to that job's
needs.
21. "The furnished originals will be re-boxed and re-packed in the order received and
returned in the original container. If requested by Department, documents are to be
shredded"
Feb 1,2024 3:19 PM
Question: Please confirm: Unless Department requests shredding, furnished originals will be returned as
instructed here.
Unless Department requests shredding, furnished originals MUST be returned as instructed.
22. "The files should be searchable using a standard browser and be downloadable by
approved staff"
Feb 1,2024 3:20 PM
Question: Please confirm: Files should be accessable via standard search browsers and standard PDF text
search tools
The documents you have scanned must be accessible to us via website. The documents need to be
searchable by box and indexed information.
23. "Maintenance of Files for Searching and Backup"
Feb 1, 2024 3:20 PM
Question: Can you clarify what this means? Is this for Contractor Quality Assurance or User access or
other purposes?
If the county is charged for backup, maintenance, and search functions from vendor storage it is
intended to be captured here. If there is no cost to do so, then this is not relevant.
24. Logical Document Determination
Feb 1,2024 3:19 PM
Question: Are we scanning PDF per document or PDF per file folder?
Page 5
QUESTION & ANSWER REPORT
RFB No. 23/24-041
Document Scanning Services
Per document, Per box. Documents can have multiple pages, and boxes can have multiple documents.
25. "Microfilm image preparation"
Feb 1,2024 3:20 PM
Question: Please clarify: There is no mention of this in Scope of Work.
The intent is to capture the per unit cost of microfilm digitization.
26. "Optical Character Recognition (OCR) scanning services"
Feb 1,2024 3:21 PM
Question: Please clarify: OCR required for ONLY 1000 documents?
All documents should be OCR'd, as a digital document is of drastically less value if you cannot search its
contents. There is no guarantee of what quantity may be. The County still requires a per unit cost.
Page 6
ATTACHMENT C
PRICE TABLE
PROPOSAL DOCUMENT REPORT
RFB No. 23/24-041
Document Scanning Services
Line Item Description Quantity Unit of Unit Cost Total
Measure
1 8x11 B/W Scan 60,000 Each $0.04 $2,400.00
2 8x11 Color Scan 10,000 Each $0.04 $400.00
3 11x17 B/W Scan 20,000 Each $0.04 $800.00
4 11x17 Color Scan 2,500 Each $0.04 $100.00
5 24x26 B/W Scan 10,000 Each $0.40 $4,000.00
6 24x26 Color Scan 1,000 Each $0.40 $400.00
7 36x44 B/W Scan 2,000 Each $0.40 $800.00
8 36x44 Color Scan 200 Each $0.40 $80.00
9 Pickup and Return per Trip 100 Each $0.00 $0.00
10 Indexing of file(per page) 900,000 Each $0.01 $9,000.00
11 Maintenance of Files for Searching and Backup 1,000,000 Each $0.00 $0.00
12 Repair of damaged documents to make scan ready. Removal of staples,taping of 15,000 Each $0.02 $300.00
edges,etc.
13 Scanning of damaged documents(major damage) 5,000 Each $0.00 $0.00
14 Administrative tasks such as boxing documents, merging documents,creating 250 Each $22.00 $5,500.00
indexing cover sheets, research. (Cost per Hour)
15 Microfilm image preparation 100 Each $0.02 $2.00
PROPOSAL DOCUMENT REPORT
Invitation For Bid-Document Scanning Services
Page 10
PROPOSAL DOCUMENT REPORT
RFB No. 23/24-041
Document Scanning Services
Line Item Description Quantity Unit of Unit Cost Total
Measure
16 Optical Character Recognition (OCR)scanning services 1,000 Each $0.01 $10.00
17 Shredding of Documents(per box) 1 Each $3.50 $3.50
18 Vendor site storage and access fees of scanned documents. 1 Each $0.00 $0.00
TOTAL $23,795.50
PROPOSAL DOCUMENT REPORT
Invitation For Bid-Document Scanning Services
Page 11
2023-2024-221 ImageStoreHouse - Document
Scanning
Final Audit Report 2024-07-06
Created: 2024-07-05
By: Lisa Osha(Lisa.Osha@claycountygov.com)
Status: Signed
Transaction ID: CBJCHBCAABAANkkuXynJ_7XVTYeIg5n60jKoa1ifWnmz
"2023-2024-221 ImageStoreHouse - Document Scanning" Histor
Y
Document created by Lisa Osha (Lisa.Osha@claycountygov.com)
2024-07-05-6:31:08 PM GMT
Document emailed to Howard Wanamaker (howard.wanamaker@claycountygov.com)for signature
2024-07-05-6:32:05 PM GMT
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CONTRACT BETWEEN
CLAY COUNTY UTILITY AUTHORITY
AND
IMAGESTOREHOUSE,LLC
FOR
DOCUMENT SCANNING SERVICES
THIS CONTRACT is made and entered into effective as of the day of ,
2026 by and between CLAY COUNTY UTILITY AUTHORITY, an independent special district
of the State of Florida (hereinafter referred to as "CCUA"), and IMAGESTOREHOUSE, LLC,
with its principal office located at 8131 Baymeadows Circle West, Suite 202, Jacksonville,
Florida 32256, (the "CONTRACTOR").
WHEREAS, CCUA requires Document Scanning Services on an as needed basis for its
operations in Clay County, Florida.
WHEREAS, CCUA is required by its enabling legislation, and its purchasing policies and
procedures, to obtain competitive bids, and in certain instances publish formal invitations for
bids and conduct a bid opening, for its purchase of certain commodities used in its operations.
WHEREAS, CCUA is authorized by its enabling legislation and by Florida law to enter
into inter-local agreements with other governmental entities.
WHEREAS, Clay County, Florida, a political subdivision of the State of Florida (the
"COUNTY"), issued an Invitation to Bid No. 2023/2024-041 with a bid opening date at 9:00
A.M. on February 13, 2024 to establish a contract for document scanning services with the intent
to award to a Primary Contractor to provide services in accordance with the specifications of the
Invitation to Bid.
WHEREAS, the COUNTY awarded the bid to the CONTRACTOR, and thereafter
entered into its Agreement No. 2023/2024-221, a true copy of which is attached hereto and
hereby incorporated by reference.
WHEREAS, the COUNTY Contract No. 23/24-041, contains Section 2.31 — Use of
Contract by Other Government Agencies, which complies with CCUA's Procurement Policy
requirement under subsection 3.2.7.3. thereof, that CCUA's use of contract "Piggybacking"
requires a contractual provision in the subject contract authorizing CCUA to "piggyback" that
contract.
WHEREAS, CCUA has confirmed that the unit prices (EXHIBIT 'A') set forth in the
COUNTY Contract No. 2023/2024-221 are current and competitive, and CCUA is authorized
by the provisions of Section 2.31 thereof to allow CCUA to directly contract as needed
quantities pursuant to the COUNTY Contract No. 2023/2024-221 from CONTRACTOR, for
CCUA&ImageStoreHouse, LLC
Document Scanning Services
May 2026
1 of 3
direct delivery to and direct payment by CCUA, and CONTRACTOR has consented to such
"piggybacking"by CCUA.
WHEREAS, the competitive bidding procedures employed by the COUNTY in
connection with procuring the COUNTY Contract No. 2023/2024-221 are sufficient to satisfy
CCUA's own competitive bid requirements imposed by applicable laws and regulations.
NOW, THEREFORE, IN CONSIDERATION of the foregoing premises, hereby
expressly acknowledged, the undersigned hereby agree as follows:
1. CONTRACTOR shall perform for CCUA, as directly ordered by CCUA,
document scanning services in accordance with the prices bid by CONTRACTOR
and as obligated to be provided under COUNTY Contract No. 2023/2024-221.
All work shall be completed for CCUA in its service area at such location
specified in CCUA's separate purchase orders under this contract.
2. CCUA shall directly pay to CONTRACTOR the sums due for the faithful
performance of this Contract the prices set forth by the CONTRACTOR's bid and
the COUNTY Contract No. 2023/2024-221. Payment of any amount due on this
Contract shall be made by CCUA to CONTRACTOR within thirty (30) days of
receipt of the CCUA verified and approved invoice.
3. As reflected by CONTRACTOR's attached correspondence, this contract initial
term shall commence effective on , 2026 and expiring on July 31, 2027.
Upon written, mutual agreement by the CONTRACTOR and the COUNTY, this
Agreement may be extended at the conclusion of the Initial Term for two (2)
additional one (1) year periods upon subsequent written agreement of the parties.
In such event, this piggyback contract between CCUA and CONTRACTOR shall
be likewise extended.
4. CCUA shall be solely responsible and liable for its orders, payment and
performance under this contract. CONTRACTOR shall not hold the COUNTY
responsible for CCUA's orders, payment and performance hereunder, and hereby
waives any claim or cause of action that it may have against the COUNTY in
connection with CCUA's orders, payment and performance under this contract.
5. Commencing with Fiscal Year 2025-2026 for CCUA (Oct. 1, 2025 - Sept. 30,
2026), this contract shall be contingent upon and subject to the existence of
lawfully appropriated funds for each such Fiscal Year of CCUA.
CCUA&ImageStoreHouse, LLC
Document Scanning Services
May 2026
2 of 3
IN WITNESS WHEREOF, CCUA and CONTRACTOR have executed this contract in
two(2)counterparts effective on the day first written above, each of which shall without proof or
accounting for the other counterparts be deemed an original contract.
CLAY COUNTY UTILITY AUTHORITY IMAGESTOREHOUSE,LLC /
By: Jeremy D. Johnston, MBA, P.E. /12a eh ; LZ Gti, e: 5
Title: Executive Director C — 0
Signature:
APPROV D AS TO ORM BY
CCUA O E :
GRADY H. WILLIAMS, R.
CCUA&ImageStoreHouse.LLC
Document Scanning Services
May 2028
3 of 3
EXHIBIT 'A' - DOCUMENT SCANNING SERVICES PRICELIST
Line Item Description UOM Unit Cost
1 8x11 B/W Scan Ea. $0.04
2 8x11 Color Scan Ea. $0.04
3 11x17 B/W Scan Ea. $0.04
4 11x17 Color Scan Ea. $0.04
5 24x26 B/W Scan Ea. $0.40
6 24x26 Color Scan Ea. $0.40
7 36x44 B/W Scan Ea. $0.40
8 36x44 Color Scan Ea. $0.40
9 Pickup and Return per Trip Fee $0.00
10 Indexing of File (Per Page) Ea. $0.01
11 Maintenance of Files for Searching and Backup Ea. $0.00
12 Repair of Damaged Documents to Make Scan Ready, Removal of Staples,Taping of Edges, etc. Ea. $0.02
13 Scanning of Damaged Documents (Major Damage) Ea. $0.00
14 Administrative Tasks Such as Boxing Documents, Merging Documents, Creating Indexing Cover Sheets, Research Hr. $22.00
15 Microfilm Image Preparation Ea. $0.02
16 Optical Character Recognition (OCR) Scanning Services Ea. $0.01
17 Shredding of Documents (Per Box) Ea. $3.50
18 Vendor Site Storage and Access Fees of Scanned Documents Ea. $0.00