08-065 Peele TechnologiesAGREEMENT
~ 3~~~ i
CITY OF CUPERTINO
10300 Torre Avenue .
Cupertino, CA 95014
408-777-3200
No.~S~~Z
BY THIS AGREEMENT, made and entered into this .1,y~day of ~, 2008. by and between the CITY OF
CUPERTINO (Hereinafter referred to as CITY} and
Name (1) Peelle Technologies (2)
Address 197 E Hamilton Ave City Camabell Zip CA Phone 800-233-5006
(Hereinafter referred as CONTRACTOR), in consideration of their mutual covenants, the parties hereto agree as
follows:
CONTRACTOR sha11 provide or furnish the following specified services and/or materials:
SCAN AND INDEX LARGE FORMAT DOCUMENTS FOR IMPORTING INTO THE. LASERFICHE DOCUMENT
MANAGEMENT ENVIRONMENT.
EXHIBITS: The following attached exhibits hereby are made part of this Agreement: Scope of Work and Fee
Schedule dated June 24, 2008.
TERMS: The services and/or materials furnished under tfiis Agreement shall commence on JUNE 311, 2008
and shall be completed before JANUARY 31.2009.
COMPENSATION: For the full performance of this Agreement, CITY shall pay CONTRACTOR: x20,463.50
California Labor Code, Section 1771 requires the payment of prevailing wages to all workers employed on a Public
Works contract in excess of $1,000.00.
GENERAL TERMS AND CONDITIONS
Hold Harmless. Contractor agrees to save and hold harmless the City, its officers, agents and employees from any
and all damage and liability due to negligence, errors and omissions, including all costs of defending any claim, caused
by or arising out of the performance of this Agreement. City shall not be liable for acts of Contractor in performing
services described herein.
Insurance. Should the City require evidence of insurability, Contractor shall file with City a Certificate of Insurance
before commencing any services under this Agreement. Said Certificate shall be subject to the approval of City's
Director of Administrative Services.
Non-Discrimination. No discrimination shall be made in the employment of persons under this Agreement because
of the race, color, national origin, ancestry, religion or sex of such person.
Interest of Contractor. It is understood and agreed that this Agreement is not a contract of employment in the sense
that the relationship of master and servant exists between City and undersigned. At all times, Contractor shall be
deemed to be an independent contractor and Contractor is not authorized to bind the City to any contracts or other
obligations in executing this agreement. Contractor certifies that no one who has or will have any financial interest
under this Agreement is an officer or employee of City.
Changes. This Agreement shall not be assigned or transferred without the written consent of the City. No changes or
variations of any kind are authorized without the written consent of the City.
CONTRACT CO-ORDINATOR and representative for CITY shall be:
ENTER~~
NAME Jo Anne Johnson DEPARTMENT _ Pubic Works
This Agreement shall become effective upon its execution by CITY, in witness thereof, the parties have executed this
Agreement the day and yearfirst written above.
CONTRACTOIR:
By 4~ ivw .t~'ri
Title l%V~
Soc. Sec. # ~
APPROVALS
CITY CU ERTINO:
B
Title I~~T . ~~~~_
EXPENDITURE DISTRIBUTION
P THE D DATE
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110-8101-7014
$20,463.50
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Peelle
TECHNOLOGIES
June 24, 2008
Jo Anne Johnson
City of Cupertino
10300 Torre Avenue
Cupertino, CA 95014
Jo Anne:
197 East Hamilton Avenue
Campbell, CA 95008
800.233.5006
Included are the Statement of Work and Fee Schedule for the scanning/indexing of the Public Works
Department's plans for import into the Laserfiche document management environment.
Scope of Work
The Fee Schedule for the project is based upon the following key assumptions regarding the work
requirement:
^ Project Volume: Estimated by Public Works to be approximately 13,000, 24" x 36" mylar
(75%) and bond (25%) plans, currently stored in flat files. The reversals (approximately 10%
of the total volume) will be submitted separately.
^ Data File Submission: Prior to the first pick up, The City will provide Peelle with a data file
(.CSV format) containing the File #, Project Name, Owner Name (if applicable), Street
Number (if applicable), Street Name (if applicable) and Retention for every plan that will be
submitted for scanning.
^ Preparation Requirements: The City will be responsible for preparing each submission for
scanning by 1) removing any sheet fasteners, 2) ensuring that plan sheets are in the correct
sequence and 3) ensuring that the file #, plan type and description (if applicable) are clearly
conveyed on at least the first sheet of each plan set.
^ Scanning Requirements: All plans will be scanned at a 300 DPI resolution. The resultant
images will be saved in a bitonal Group IV TIFF format. The polarity of reversals will be
inverted.
^ Indexing Requirements: The TIF images will be indexed by File # (e.g. "51033.01"),
Project Name, Owner Name (if applicable), Street Number (if applicable), Street Name (if
applicable), Retention, Document Type ("Improvement Plan", "Improvement Plan Revision
1" "Improvement Plan Revision 2", "Improvement Plan As-Built", "Grading Plan", "Traffic
Signal Diagram", or "Miscellaneous") and Description (if applicable).
^ Deliverable: The data generated by the scanning and indexing processes will be recorded
to DVD-R in a format compatible with the Laserfiche software's import utility.
^ Laserfiche Import Specification: The plans will be imported into the existing "Public
Works" folder. The import process will folder the documents by File Series # and Project
Name and named as per the Document Type designation.
^ Project Timeline: Approximately 12 weeks.
Continued
800.233.5006 • www.PeelleTech.com
Peelle
TECHNOLOGIES
Fee Schedule
The fees associated with the services required to complete the stated work are included in the
following schedule:
Descri tion Est. Volume Unit Cost Ext. Cost
Pro'ect En ineerin Setu Fee: 1 lot $300.00/lot $300.00
Lar e-Format Document Scannin 13,000 sheets $1.50/sheet $19,500.00
Document Indexing:
Volume assumes 1 sheet = 1 document 13,000 documents $.10/document $1,300.00
CD Recordin /Labelin 3 CDs $10.00/CD $30.00
Pick U /Delive Via Peelle Truck: 6 tri s $50.00/tri $300.00
Est. Pro'ect Cost exc. sales tax : $21,430.00
Please don't hesitate to contact me at the number below with any questions or concerns you may have
regarding this proposal.
Regards,
Jim Detrick
408.370.6266
800.233.5006 • www.PeelleTech.com
Invoice
Date Invoice #
4/ 17/2008 CUPE3392s
Bill To
City of Cupertino
] 0300 Torre Avenue
Cupertino, CA 9s014
Atm:JoanneJohnson
Peelle
TECHNOLOGIES
197 East Hamilton Avenue
Campbell, California 9s008
Ship To
City of Cupertino
10300 Tone Avenue
Cuperlina-E 4
tit c~i: Joanne Johnson
P.O. No. Terms Project
Verbal Net 30
Description Qty Rate Amount
Project Engineering/Set-up Fee (per project) 1 300.00 300.00
Large-Format Document Scanning (per sheet) 366 1.s0 s49.00T
Document Indexing (per document) 67 0.10 6.70T
Media Recording/Labeling (per disk) 1 10.00 I O.OOT
Pick Up and Delivery (per trip) 1 s0.00 SO.OOT
PTI Job#: Cupertino-PubWorks_031108
REC°p APR 2 2
2008
K TO PAY
i ~D 101 -~o~a
DATE ~ ~a
Subtotal $91s.7o
Sales Tax (8.25%) $so.so
Total $966.s0
Payments/Credits $o.oo
Balance Due $966.50
Campbell Reno Sacramento 1-800-233-5006 www,peelletech.com