City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve an amendment to the existing
agreement with Cynrede Inc. to digitize Finance Department documents in the
amount of $25,000 (for a total not-to-exceed contract of $35,000).
BACKGROUND:
Document Management is a system which provides a complete solution for the
electronic capture, storage, and retrieval of documents. The Finance Department
maintains numerous types of financial documents; some are unique to the
Department and others are common across the organization. These documents are
maintained and stored in various formats. Most of the Department’s historical
documents and files are in paper format and are stored in filing cabinets or boxes. A
significant number of documents have also been converted to microfiche for long-
term storage. Additionally, many existing electronic documents have various storage
locations from personal computers (local disk drives) to multiple network locations
and storage media (e.g., CD’s or diskettes). These electronic documents are not
organized or stored in a manner that facilitates easy retrieval. Regardless of the
document format, when retrieval is required there is often a manual search initiated
to locate the document.
A significant amount of staff time is spent searching for documents. More
importantly, in many instances it is necessary for staff to have historical, institutional
knowledge as to whether a document on a particular subject might exist, and where
it might be located. As staff inevitably “turns over”, there is always a potential risk of
lost institutional knowledge. The mission of the enterprise document management
project is to implement and maintain a solution that supports document sharing,
Meeting Date: 05/11/09 Item Number: C-5
AGENDA ITEM: Approval of an Amendment to an Existing Agreement with
Cynrede, Inc to Digitize Finance Department Documents in an Amount not-to-
exceed $25,000 (for a Total Contract Amount Not-to-Exceed $35,000).
Contact Person/Dept.: Jeff Muir, Finance Phone Number: (310)253-5865
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification: Master E-Mail Notification List (05/06/09); Cynrede Inc (05/06/09)
Department Approval:
Jeff Muir (04/29/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (05/04/09)
Chief Financial Officer Approval:
Jeff Muir (04/29/09)
City Manager Approval:
City of Culver City, California
City Council Agenda Item Report
collaboration, storage, and retrieval of documents throughout the organization, and
to provide staff and the public with software tools that will facilitate the accessibility
of information stored in a central document repository.
On September 27, 2004, City Council authorized the purchase of SIRE Document
Management Software. The SIRE software includes a document storage and
retrieval module. A variety of documents have been digitized and uploaded into this
system and are now available for easy retrieval by staff, and in some cases the
public. The SIRE software is the standard platform for City-wide document
management.
On August 21, 2006, after a competitive bidding process, the Redevelopment
Agency awarded an agreement to Cynrede Inc for historical document digitizing.
Under this agreement, Cynrede has provided services to scan and index Agency
documents, and provided them to the IT Department in a format that could be
directly uploaded into the SIRE system. Subsequently, the Human Resources
Department entered into an administratively approved agreement with Cynrede to
provide the same services for certain historical files of the City.
DISCUSSION:
The Finance Department started a pilot project to have accounts payable documents
from 2007/08 scanned and indexed into the SIRE system. This has proven to be an
invaluable tool in performing research and providing documentation to auditors and
City staff. Cynrede is able to provide these services in a much more economical and
efficient manner than staff based on their technology, equipment and production
capacity. Additionally, there are no staff resources to perform this service on an on-
going basis. Staff is proposing to have Cynrede perform a historical conversion of
the 2008/09 accounts payable documents, and then continue on a monthly basis
going forward. Staff is also recommending digitization of all journal entries from the
Accounting Division, as well as on a monthly basis going forward. After completion
of these projects, the Finance will begin analyzing other opportunities for digitization
such as business tax files, sanitation customer files and payroll files.
FISCAL ANALYSIS:
Authorization to amend the existing City agreement with Cynrede would result in an
expenditure that would not exceed $25,000. Sufficient funding has been allocated in
account 10114300.619700 - Micrographics.
City of Culver City, California
City Council Agenda Item Report
ATTACHMENTS:
1. Agreement with Cynrede Inc
MOTION:
That the City Council:
1) Authorize amending the existing agreement with Cynrede to digitize historical
Finance Department documents per the rates listed in the vendor’s proposal on a
pay by deliverable basis for an additional amount not to exceed $25,000 (total
contract not-to-exceed amount of $35,000);and,
2) Authorize the City Attorney to review/prepare the necessary documents; and
3) Authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: 05/11/09
AGENDA ITEM:
Approval of an Amendment to an Existing Agreement
with Cynrede, Inc to Digitize Finance Department
Documents in an Amount not-to-exceed $25,000 (for
a Total Contract Amount Not-to-Exceed $35,000)
ATTACHMENTS
Pages
1. Agreement 2008-171 with Cynreded Inc 1-14•
Contract Na. 2008-171
CITY OF CULVER CITY
STANDARD FORM CONTRACT
WITH: CYNREDE INC
FOR: DIGITIZING HISTORICAL DOCUMENTS
THIS AGREEMENT is made and entered into by and between THE CITY OF
CULVER CITY, a municipal corporation, hereinafter referred to as "City," and
CYNREDE INC, a California corporation, hereinafter referred to as "Contractor?
CONTRACTOR'S SERVICES_ Contractor agrees to perform, during the
term of this Agreement, the tasks, obligations, and services set forth in the
"Scope of Service" attached to and incorporated into this Agreement as
Exhibit "A:
2. TERM OF AGREEMENT. The term of this Agreement shall be from the
effective date pursuant to Paragraph 27 of this Agreement and shall end
upon satisfactory completion of the work, as reasonably determined by
City's Chief Information Officer.
3. PAYMENT FOR SERVICES. City shall pay for the services performed by
Contractor pursuant to the terms of this Agreement the compensation set
forth in the -Schedule of Compensation" attached to and incorporated into
this Agreement as Exhibit "II" The compensation shall be paid at the
time and manner set ferth in said Exhibit "B."
4. TIME FOR PERFORMANCE_ Contractor shall not perform any work
under this Agreement until (a) Contractor furnishes proof of insurance as
required under Paragraph 7 of this Agreement; and, (b) City gives
Contractor a written and signed Notice to Proceed,
5. DESIGNATED REPRESENTATIVE(S). Kevin FitzGerald, President, shall
be the designated Contractor Representative, and shaft be responsible for
job performance, negotiations, contractual matters, and coordination with
the City. Contractor Representative shall actually perform, or provide
immediate supervision of Contractors performance of, the Scope of
Service.
6. HOLD HARMLESS. To the fullest extent permitted by law, Contractor
shall indemnify, defend (at Contractor's sole expense, with legal counsel
approved by City) and hold harmless the City of Culver City, members of
its City Council. its boards and commissions, officers, agents, and
employees (hereinafter, "Indemnitees"), from and against all loss,
damage, cost, expense, liability, claims, demands, suits, attorneys' fees
and judgments arising from or in any manner connected to Contractor's
Page 1or its employees or agent's wrongful or negligent acts, errors or
omissions related to this Agreement. This indemnification includes, but
is not limited to, tort liability to a third person for bodily injury and
property damage.
Contractor agrees that this obligation to indemnify, defend and hold
harmless extends to liability and/or claims arising from Indemnitees'
active or passive negligence_
Notwithstanding the foregoing, nothing herein shall be construed to
require Contractor to indemnify an Indemnitee from any claim arising
from the sole negligence or willful misconduct of that Indemnitee_
The duty to defend referenced herein is wholly independent from the
duty to indemnify, arises upon written notice by City to Contractor of a
claim within the potential scope of this indemnification provision, and
exists regardless of any determination of the ultimate liability of
Contractor, City or any Indemnitee.
7. INSURANCE. Without limiting its obligations pursuant to Section 6 of this
Agreement, the Contractor shall procure and maintain, at Contractor's
own cost and expense and for the duration of this Agreement, insurance
coverage as set forth in Insurance Requirements" attached to and
incorporated into this Agreement as Exhibit "C.°
8. INDEPENDENT CONTRACTOR STATUS. City and Contractor agree
that Contractor, in performing the services herein specified, shall act as an
independent Contractor and shall have control of all work and the manner
in which it is performed. Contractor shall be free to coniact for similar
service to be performed for other employers while under contract with
City. Contractor is not an agent or employee of City, and is not entitled to
participate in any pension plan, insurance, bonus, worker's compensation
•or similar benefits City provides for its employees_ Contractor shall be
responsible to pay and hold City harmless from any and all payroll and
other taxes and interest thereon and penalties therefor which may
become due as a result of services performed hereunder.
9. NON-APPROPRIATION OF FUNDS. Payment due and payable to
Contractor for current services is within the current budget and within an
available, unexhausted and unencumbered appropriation of City. in the
event City has not appropriated sufficient funds for payment of Contractor
services beyond the current fiscal year, this Agreement shall cover only
those costs incurred up to the conclusion of the current fiscal year.
10. ASSIGNMENT_ This Agreement is for the specific services with
Contractor as set forth herein. Any attempt by Contractor to assign the
berrefrts or burdens of this Agreement without written approval of City
shall be prohibited and shall be null and void: except that Contractor may
assign payments due under this Agreement to a financial institution.
Page 211.
RECORDS AND INSPECTIONS. Contractor shall maintain full and
accurate records with respect to all services and matters covered under
this Agreement. City shall have free access at all reasonable times to
such
records, and the right to examine and audit the same and to make
transcripts therefrom, and to inspect all program data, documents,
proceedings and activities_ Contractor shall maintain an up-to-date list of
key personnel and telephone numbers for emergency contact after normal
business hours.
12. OWNERSHIP OF CONTRACTOR'S WORK PRODUCT. City shall be the
owner of any and all computations, plans, correspondence and/or other
pertinent data, information, documents and computer media, including
disks and other materials gathered or prepared by Contractor in
performance of this Agreement, or at any earlier or later time when the
same may be requested by City. Such work product shall be transmitted
to City within ten (10) days after a written request therefor. Contractor
may retain copies of such products. AU written documents shall be
provided to City in digital and in hard copy form.
13. NOTICES_ All notices given or required to be given pursuant to this
Agreement shall be in writing and may be given by personal delivery or by
mail. Notice sent by mail shall be addressed as follows:
To City: City of Culver City
Attention: John Richo,
Chief Information Officer
9770 Culver Boulevard
Culver City, CA 90232-0507
\ (kV
! --A
To Contractor: Cynrede, Inc -k
d
Attention: Kevin FitzGerals, President
4633E.Grangeweed_Aventie__22982 La Cadt9ia Drive
Suite 220
-OrangeT GA-92-868 Laguna Hills, CA 92653
14. TAXPAYER IDENTIFICATION NUMBER. Contractor shall provide City
with a complete Request for Taxpayer Identification Number ("TIN") and
Cei tification, Form W-9, as issued by the Internal Revenue Service.
15.
PERMITS AND LICENSES_ Contractor, at its sole expense, shall obtain
and maintain during the term of this Agreement, all appropriate permits,
licenses, and certificates that may be required in connection with the
performance of services under this Agreement including, but not limited
to, a Culver City business tax certificate.
16.
APPLICABLE LAWS, CODES AND REGULATIONS. Contractor shall
perform all work in accordance with all applicable laws, codes and
regulations required by all authorities having jurisdiction over such work.Contractor agrees to comply with prevailing wage requirements as
specified in the California Labor Code, Sections 1770, et seq.
17. PURCHASES OF SUPPLIES AND MATERIALS WITHIN CULVER CITY.
For work performed, Contractor agrees to seek bids for supplies and
materials from businesses located within the City of Culver City, with the
intent to make purchases from these businesses if such purchases can be
made at competitive prices.
18_ RIGHT TO UTILILE OTHERS. City reserves the right to utilize others to
perform work similar to the services provided hereunder.
19. MODIFICATION OF AGREEMENT. This Agreement may not be
modified, nor may any of the terms, provisions or conditions be modified
or waived or otherwise affected, except by a written amendment signed by
all parties hereto.
20. WAIVER. If at any time one party shall waive any term, provision or
condition of this Agreement either before or after any breach thereof, no
party shall thereafter be deemed to have consented to any future failure of
full performance hereunder.
21. COVENANTS AND CONDITIONS_ Each term and each provision of this
Agreement to be performed by Contractor shall be construed to be both a
covenant and a condition.
77_
RIGHT TO TERMINATE. City may terminate this Agreement at any time,
with or without cause, in its sole discretion, with thirty-days' (30-days')
written notice.
23. EFFECT OF TERMINATION. Upon termination as stated in Paragraph
22 of this Agreement, City shall be liable to Contractor only for work
satisfactorily performed by Contractor up to and including the date of
termination of this Agreement, unless the termination is for cause, in
which event Contractor need be compensated only to the extent required
by law. Contractor shall be entitled to payment for work satisfactorily
completed to date, based on a proration of the monthly fees set forth in
Exhibit 1314 attached hereto. Such payment will be subject to City's receipt
of a close-out billing.
24. GOVERNING LAW. The terms of this Agreement shall be interpreted
according to the laws of the State of California. If litigation arises out of
this Agreement, then venue shall be in the Superior Court of Los Angeles
County.
25. LITIGATION FEES. If litigation arises out of this Agreement for the
performance thereof, then the court shall award costs and expenses,
including attorney's fees, to the prevailing party. in awarding aliumey's
fees, the court shall not be bound by any court fee schedule but shall
Page 4November 10, 2008
Dated:
Dated: a/la
Page 5
award the full amount of costs, expenses and attorney's fees paid or
incurred in good faith.
26. INTEGRATED AGREEMENT. This Agreement represents the entire
Agreement between City and Contractor regarding the subject matter
hereof, and all preliminary negotiations and agreements are deemed a
part of this Agreement No verbal agreement or implied covenant shall be
held to vary the provisions of this Agreement. This Agreement shall bind
and inure to the benefit of the parties to this Agreement, and any
subsequent successors and assigns_
27. EFFECTIVE DA I E. The effective date of this Agreement is the date it is
signed on behalf of City, and shall remain in full force and effect until
amended or terminated; provided, that the indemnification and hold
harmless provisions shall survive the termination_
Dated: By Its
CITY F CULVER C TY CALIFORNIA
(Signatures continued on Page 6)John Rich°
Chief Financial Officer
(Signatures continued from Page 5)
APPROVED AS TO CONTENT: APPROVED AS TO FORM:
APPROVED AS TO FINANCING: APPROVED AS TO BUSINESS
TAX CERTIFICATE: 0 6, 48.3G
Page 6•
Contract No_ 2008-171
EXHIBIT A
CITY OF CULVER CIIY
AGREEMENT
WITH: CYNREDE INC -
FOR: DIGITIZING HISTORICAL DOCUMENTS
SCOPE OF SERVICE
The following services shall be provided by Contractor:
1 Contractor shall provide pick-up of the documents from City within 3 days
of being notified and return the documents to City at a rate of 10 boxes
per week.
2. Contractor shall scan all available documents to a resolution as
determined by City.
3. Contractor will index all scanned images to content and format based
upon the type of document and specified by City
4. Contractor will return those scanned images and indexes of all documents
to City on a labeled CD-ROM or DVD-ROM.
EX1-1113IT A
PAGE 1 or 1"--
Coil ctct No. 2008-171
EXHIBIT B
CITY OF CULVER CITY
AGREEMENT
WITH: CrsIREDE INC
FOR: DiGITIZING HISTORICAL DOCUMENTS
SCHEDULE OF COMPENSATION
(TIME AND MATERIALS BASIS)
A. ME I HOD OF PAYMENT_ Payment for all work performed by Contractor
pursuant to the terms of this Agreement, including Contractor's meeting
with City staff, shall be made on the basis of the rates set forth in
Contractor's Proposal Pricing, which is attached hereto, and incorporated
herein by reference as though fully set forth.
B. BILLING. At the end of each calendar month in which services are
performed or expenses are incurred under this Agreement, and prior to the
10th day of the following month, Contractor shall submit an invoice to the
City at the following address:
City of Culver City
Attn: John Richo, Chief information officer
9770 Culver Boulevard
Culver City, CA 90232-0507
The invoice submitted pursuant to this paragraph shall show the City
Agreement Number, the dates on which the services were performed, a
description of the services performed, and such other information as City
may reasonably require.
C. TIME OF PAYMENT. Payment to Contractor shall be made within thirty
(30) days after submittal of Contractor's invoice and approval by City, in
accordance with City's normal demand procedure.
a MAXIMUM COMPENSATION. Notwithstanding the foregoing, Contractor
shall complete all the mark and tasks described in Exhibit A for a total
amount of compensation that does not exceed Ten Thousand Dollars
($10,000.00).
Da-11BIT B
PAuE -1 OF 1Pickup or Derive:1y
S011ta
iii aot purge documents
ihc City 5g marks eath page.
c unmet be. herelrevonalile for-
ay lecords. &mid the
Iowa* the files, thee the cast
UbeZ 950-for onstte work and
1730 for fu-buntau work.
1.I7313 Per Bout
$0.01 • Pea-Page StanFeil
S17.50 Per Roar
Document Ptit Document Preparation
13ates StECUping
Document Reasserany
'
$0,0'12 Per Page
$0.052
$0.052
$0_052
Per Page
Per Page
Per Page
carazing Source Documents- - B.4za White- jari Off
r* it coot
vernine
$0J59 Per Page
Scumming, &mare Dom:rams -*& White-- 4.# OPT
pagzer are kola:fed &mai*
eadi sortulej
1f2x 11 $0_062
g 1/2 x 14 S0.062
11 x 14 S0.062
lx •17 so_oe
ffe.arird g arce flocialtert& -COLOR- - 200 DPI
• •>• edrpzifr zucksczuvzer)
Per Page
8 112 x 14 , $0.0152 I Per P•- re
lix I er Page
11x17 ESO:k62 Per Page-
£5 are
Per Pw
Pet Page
Per Pa=
Per Page
Exhibit Al
-
PROPOSAL PRICING
Please ckh aall pricing -kr 4:u faowin
Cy•nretle CorifidertUPer Page
Per Pzge-
Per
=MIME
1•11111111111111111111 =U.=
-Dsize $0_90
• Per Sheet
Per Sheet
1 ='er Sheet
Per Sheet
$ J.5O
$130
$i_SO
11111111111111E C
D
tze
J.siZHe (per ,anie)
Sccurning Engiarz Ows-sized Doetzmeets- COLOR —
AW DPI
C size
• •••—• •
Requesifor Pr-pc:sal
starical Doalienetrt ?Fled
Desuipam
Scazin- Source Documents -
Des er t .13
(All pages are to tee karrEged ihrottg* eack scanner)
Sti2x11
x14
11 x14
ix3 7
Unit
- S0.062
$0.13Q
SO.#362
S0.062
$0.062 PerPag
4 Ss,
-Ale DPI
D size
E size
V_40
Per Sheer
I size (per ref i,---rce.) max_ width 43'
$190
Per Sheet
Cynrede Confider:ValDr 12TZINC- 200 DPI
Sccerear Omsk. a Docaozaras-COLOR-
:MAW
D size
?bIJJ. er m •
•
COM Film - Per
hDae
tregate
et knOge
Per
Per card -
whichever
Per card -
whieirever is greatin-
Per The
Per rad -
whichever is
105nim Micit.- 4 .e (42r. ar 48x) S414i65 Per fang:
Aperture Card ( vet) O.9O Per fmage
Amen= C (Dam.' $0.90 Per Imag
Per Sheer
Per
Per Szeet
Rerprefor Proposal
Historical Doczonent Efigiltring Projza
Cyrrede ConfidentialADAITIONAL sERviczy
4fawreu i birt‘ Q-e Dthoreerswents
Deskew
SO. Per Keytoke
S005 Pet
11111.:.attr. I fr.!•
COlItterSiOri 0 t - 17 ____ i7 /M fiLU•W5
Conversion of fir
• kil. - PDPs
Page by Pa_ Inspection of Each Scanned Isnatm
1 T./oatmeal c1ill,
I Certified Document Destruction
5001
Included
.Per c; Suz
- Per Single ' Wave'
Reihrte
5225 Per Cubic Foot
.75 1 Per Cubic foot
Per Image
a00
59.00
520.
510
Per Disc
,Per Disc
Fer Di -
Per 5O MB
Silver CD- R Disc
$0.03
Request filo- _Proposal
fraftrical Boarment Diglifrft Prole=
2) Please identify any costs for contin - Etat wvices beyond Phase I of the scope of this
Raquast for Proposal_
At This byre, there are no adtational cots identiffed
1 C--.Sies for sena) and software soav.apply.
'1- .zer are for City use. Cynrede will prrrvide PDF tarvr Wes_ The City win be responsible far the xerogr aPhY-
'When targets are used tthe buseal4 they au coss are cch-lred by Cruade.
Does mit apply to brains= or argt rouratrecords vib=1 initially sEmniect to Mau:Id-pager _Litt-
4 Does net apply vu businers or large format-mewls v.thcri I liysenxued VD PDF
Cyruetie Copt-Vasil-al, -1,.•,, .,••
Contract No_ 2008-171
EXHIBIT C
CITY OF CULVER CITY
AGREEMENT
WITH: CYNREDE INC
FOR: DIGITIZING HISTORICAL DOCUMENTS
INSURANCE REQUIREMENTS
A. Policy Requirements.
Contractor shall submit duly executed celificates of insurance for the
following:
1. An occurrence based Comprehensive General Liability ("CGLw)
policy, at least as broad as ISO Form CG 0001, in the minimum amount of
One Million Dollars ($1,000,000) each occurrence, with not less than Two
Million Dollars {$2,000,000) in annual aggregate coverage.
The CGL Policy shall have the following requirements:
a. The policy shall provide coverage for personal injury, bodily
injury, death, accident and property damage and advertising
injury, as those terms are understood in the context of a CGL
policy. The coverage shall not be excess or contributing with
respect to City's self-insurance or any pooled risk
arrangements;
b. The policy shall provide $1,000,000 combined single limit
coverage for owned, hired and non-owned automobile
liability;
c. The policy shall include coverage for liability undertaken
by contract covering, to the maximum extent permitted by
law. Contractors obligation to indemnify the Indemnitees as
required under Paragraph 6 of this agreement;
d. The Policy shall not exclude coverage for Completed
Operations Hazards or Athletic or Sports Participants; and
e. The City of Culver City, members of its City Council, its
boards and commissions, officers, aqents, and
employees will be named as an additional insured in
an endorsement to the policy : which shall be provided to
the City and approved by the City Attorney.
EXHIBIT G
Page 1 of 2EXHIBIT C
Page 2 of 2
Contract No 2008-171
2. Business Automobile Liability Insurance coverage in the amount of One
Million Dollars ($1,000,000), providing coverage for use of mobile equipment
(Le. heavy mobile equipment or vehicles primarily for use in an off-road
environment), to the extent that (1) such mobile equipment will be used
within the City limits or on City business, and (2) coverage for mobile
equipment is not otherwise covered by the CGL policy listed in subparagraph
(a), above.
3. Professional/Negligent Acts, Errors and Omissions insurance in
the minimum amount of One Million Dollars ($1,000,000) per claim, and
shall include coverage for separate "personal injury" alleged to have been
committed in the course of rendering professional services, unless such
coverage is provided by the CGL policy listed in subparagraph (a), above.
4. Workers Compensation limits as required by the Labor Code of the
State of California with Employers' Liability limits of One Million Dollars
($1,000,000,00) per accident, if the Agreement will have Contractor
employees working within the City limits.
B. Waiver by City.
City may waive one or more of the coverages listed in Section A,
above. This waiver must be express and in writing, and will only be made
upon a showing by the Contractor that its operations in and with respect to
City are not such as to impose liability within the scope of that particular
coverage.
C. Additional Insurance Requirements_
1. All insurance listed in Paragraph A shall be issued by companies
licensed to do business in the State of California, with a claims paying ability
rating of "BBB" or better by S&P (and the equivalent by any other Rating
Agency) and a rating of A:VII or better in the current Best's Insuranee
Reports;
2. Contractor shall provide City with at least thirty (30) days prior written
notice of any modification, reduction or cancellation of any of the Policies
required in Paragraph A, or a minimum of ten (10) days notice for
cancellation due to non-payment.
3. City may increase the scope or dollar amount of coverage required
under any of the policies described above, or may require different or
additional coverages, upon prior written notice Contractor.