Loading...
HomeMy WebLinkAboutResolution - 2016-R0085 - Lin-Cum - 02_25_2016Resolution No. 2016-R0085 Item No. 5.29 February 25, 2016 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for and on behalf of the City of Lubbock, Contract No. 12552 for microfilming and imaging services, by and between the City of Lubbock and Lin -Cum, Inc., of Phoenix, Arizona, and related documents. Said Contract is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council on February 25, 2016 GLEN OB TSON, MAYOR ATTEST: P, 0 � /) A A 'd 'X Reb cca Garza, City Secr tary APPROVED AS TO CONTENT: Rebec a Parza, City Secreta APPROVED AS TO FORM: I r/1 Awww" =iii►� RES.Contract-Lin-Cum, Inc. 2.10. 2016 Resolution No. 2016-R0085 City, of Lubbock, TX Microfilming & Imaging Services Service Agreement Contract 12552 This Service Agreement (this "Agreement") is entered into as of t11e 25th day of February. 2016 ("Effective Date") by and between Lin -Cum. Inc., (the Contractor), and the City of Lubbock (the "City"). RECITALS WHEREAS; the City has issued a Request for Proposals 16-12552-DGB Microfilming & Imaning Services. WHEREAS, the proposal submitted by the Contractor has been selected as the proposal which bcst meets the needs of the City for this service; and WHEREAS, Contractor desires to perform as an independent contractor to provide Microfilming & Imaging Services, upon terms and conditions maintained in this Agreement, and NOW THEREFORE, for and in consideration of the mutual promises contained herein, the City and Contractor agree as follows: City and Contractor acknowledge the Agreement consists of the following exhibits which are attached hereto and incorporated herein by reference, listed in their order of priority in the event of inconsistent or contradictory provisions: 1. This Agreement ?. Exhibit A — Scope of Work 3. Exhibit B — Proposal 4. Exhibit C — Business Associate Agreement 5. Exhibit D — Insurance Scope of Work Contractor shall provide the services that are specified in Exhibit A. The Contractor shall comply with all the applicable requirements set forth in Exhibit B, C and D attached hereto. Article I Services 1.1 The contract shall be for a term of one year, said date of term beginning upon City council date of formal approval. The City and the Contractor may, upon written mutual consent, extend the contract for three additional one year periods. 1.2 The Contractor shall not assign any interest in this Agreement and shall not transfer any interest in the Agreement, whatsoever, without prior consent of the City. 1.3 Non -appropriation clause. All funds for payment by the City under this Agreement are subject to the availability of an annual appropriation for this purpose by the City. In the event of non -appropriation of funds by the City Council of the City of Lubbock for the goods or services provided under the Agreement, the City will terminate the Agreement, without termination charge or other liability, on the last day of the then -current Fiscal year or when the appropriation made for the then -current year for the goods or services covered by this Agreement is spent, whichever event occurs first. If at any time funds are not appropriated for the continuance of this Agreement, cancellation shall be accepted by tite contractor on thirty (30) days prior written notice, but failure to give such notice sliall be of no effect and the City shall not be obligated under this Agreement beyond the date of termination. Article 2 Miscellaneous. 2.1 This Agreement is made in the State of Texas and shall for all purposes be construed in accordance with the laws of said State, without reference to choice of law provisions. ?.? This Agreement is performable in, and venue of any action related or pertaining to this Agreement shall lie in, Lubbock, Texas. 2.3 This Agreement and its Exhibits contains the entire agreement between the City and Contractor and supersedes any and all previous agreements, written or oral, between the parties relating to the subject matter hereof. No amendment or modification of the terms of this Agreement shall be binding upon the parties unless reduced to writing and signed by both parties. 2A This Agreement may be executed in counterparts, each of which shall be deemed an original. 2.5 In the event any provision of this Agreement is held illegal or invalid, the remaining provisions of this Agreement shall not be affected thereby. 2.6 The waiver of a breach of any provision of this Agreement by any parties or the failure of any parties otherwise to insist upon strict performance of any provision hereof shall not constitute a %vaiver of any subsequent breach or of any subsequent failure to perform. 2.7 This Agreement shall be binding upon and inure to the benefit of the parties and their respective heirs, representatives and successors and may be assigned by Contractor or the City to any successor only on the written approval of the other party. 2.8 All claims, disputes, and other matters in question between the Parties arising out of or relating to this Agreement or the breach thereof, shall be formally discussed and negotiated between the Parties for resolution. In the event that the Parties are unable to resolve the claims, disputes, or other matters in question within thirty (30) days of written notification from the aggrieved Party to the other Party, the aggrieved Party shall be free to pursue all remedies available at law or in equity. 2.9 At any time during the term of the contract, or thereafter, the City, or a duly authorized audit representative of the City or the State of Texas, at its expense and at reasonable times, Exhibit B Full -Cycle Conversion Service Pickup-Conversion-Archivt ng-Destruction LIN-CUM, Inc. In -House Products and Services LCI Since 1993 LCI PROPOSAL TO RFP 16-12552-DGB Microfilming & Imaging Services PROPOSED PROCEDURES: Document Pick Up — The Client shall provide the documents ready for pick up in boxes labeled with shipper's contents information and numbered to reflect the desired scanning sequence. All documents will be picked up as required at client's designated location, AZ and will be transported In an enclosed, env lronmentally-controlled vehicle, to LCi's Phoenix, AZ production facility. Document pick up services will be provided at mutually agreed times, as may be necessary. Document Receipt and Preparation — Documents shall be received and immediately Inventoried to shipping manifest; exceptions or missing items shall be reported to sender immediately. Removing all staples, binders and fasteners from the documents, repairing torn pages, preparing and Inserting "Patch" sheets as the first page of each tile, placing all pages 'face up" and'dghl-reading', etc., will be performed prior to the scanning procedure by LCi staff Scanning -The documents will be scanned utilizing high quality KODAK Digital Srdence ru production class scanners with adaptive thresholding functionality. Adaptive thresholding automatically adjusts scanning contrast levels and increases accuracy of low contrast documents containing handwritten or typed characters of varying line thicknesses. Images de - skew and image border removal will be provided as part of the scanning services. Simplex scanning will be utilized, as all of the pages are single -sided. Although not compatible with many database file formats, all document, mlcrofilm and or digital images shall be scanned at 300 dpi, 8 bit per channel grayscale and saved as uncompressed TIFF and PDi= images. 300 DPI scanning has become the de -facto standard for scanning business documents. When captured on high quality scanners and processed with image enhancement software, the Images generated are very good quality and relatively small in file size, saving storage costs. Documents shall be OCR'd to provide full -text searchability, as requested. Document Indexing - The first page of each document will be indexed to include two fields, such as Board Minutes and DatelMonth. A catalog index will be provided per para. 29.2.3. Image and Index Formats - The images will be delivered in multi-page.PDF and TIFF format, as prescribed above. Quality Control - Each scanned Image will be visually inspected for image quality and scanning accuracy during the scanning process and again during a post -scanning quality assurance procedure. Indexing and Indexing quality control will be performed during a second and separate post -scanning process. Digital Generation - Writable DVD's will be provided for image and index delivery, import to your imaging system and backup_ Document images (up to 60,000 images and their associated indexes (text file) will be recorded to DVD's or portable external drives. All portable ddvesiDVD's will be appropriately labeled. 9W Full -Cycle conversion Service Picku p-C onve mi o n-Arc hi vi n g-D estru cti o n LIN-CUM, Inc, In -House Products and Services LCI Since 1883 Archival Microfilming - The scanned images generated from the case files will be written to archival quality microfilm rolls utilizing the KODAK Digital Science T" Document Archive Writer. The documents will be captured al your preference of 40X or 50 X reductions. Up to 7,000 document images can be recorded, at 24-SOX reduction, as specified in subject RFP. Virt— ualiv perfect microfilm Is guatintegg because the film is generated after image and index quality control. Our mIgAilm Eneets all ANSII Standards, as well as the standards established by the State of Arizona Secretary of State's Department of Library, Archives and Public Records; Texas State Library; and our other neighboring States' Archiving Standards. Full compliance is Quality -Assured in our Kodak/EastmanPark-certified and monitored OC lab. Microfilm and Electronic Flies on Discs Return - All images and indexes on DVD's and microfilm rolls will be returned to client's designated location, at mutually agreed limes. Document Storage During Conversion -The documents will be stored In a dedicated secure area of LCI's production facility during the conversion and after scanning of the documents, while awaiting return to client's designated location client's designated location. Only LCI employees involved in the project who have a legitimate need to handle the documents will have access to the area. In addition, all areas of our facility are protected by security cameras and alarms for both access security and fire. LCI can provide storage services for up to 3,000 boxes of the files during the conversion process. Document Retrievals - Document retrievals will be provided by LCI during the imaging conversion. Client personnel shall contact us via FAX, email or telephone with the requested document Identification. LCI staff will pull the requested files from the boxes, scan them, of not already scanned) and sand them to the requester facility via facsimile or email transmission, common carrier of your choice, or deliver them via LCI Truck. Document retrieval services will be provided between the hours of 8:00 AM to 5:00 PM, Monday through Fridays, excluding holidays. Optional Document Destruction - Document destruction by "shred, recycle, and Certified Destroyed" for all documents not returned to specified designation, shall be provided after conversion and written authorization from Client's designee. LCI will hold the documents in secure storage for up to 90 days while awaiting authorization to destroy, or return to sender if so directed. Our controlled document destruction service includes our Certificate of Destruction for all documents destroyed, of The Client's form choice. Un-Cum, Inc. is uniquely qualified to meet your project requirements in that we have more than enough resources to meet your turn around and quality performance requirements, are very familiar with your document types, system flow and specialize In capture for electronic and microfilm based automated document retrieval systems. We can nrovlde document storage for up to 3.000 boxes of the cash fills during the conversion nvcBSS_ This would free up valuable space at your a fscility while orovidincr access to the Nos via our document relrievai services. We look forward to working with you and your staff. Feel free to contact us if we can be of further assistance, or if you have any questions. Exhibit B I limp Full -Cycle Conversion Service Pickup-CorrverslowArchivi ng->D estructi on LIN-CUM, Inc. In -House Products and services LCI since im BENEFITS OF DOCUMENT IMA9ING SYSTEMS With LCI's implementation of the Document Imaging Conversion Services, our clients Immediately see the following benefits. - Improved Records Management • Provide rapid access to Information for inquiries and audits • Reduce cost and manpower associated with record purges • Comply with record retention and compliance requirements Access, Analyze and Control Information • Instant access to millions of on-line electronic Images at the user desktop • Abillty to rapidly analyze source documents and respond to Inquiries • Increased ability to control disseminatlon and access to important information Reduced Cost of Records Storage and Archival Storage + CD's minimize cost of Information storage while achieving desired benefits from document processing automation + Reduces space requirements for records storage • Allows storage space to be used in support of other vital activities • Eliminates recurring costs of microfilm or microfiche Improves Data Security • Improves access control to Information • Provides electronic backup capabilities for essential Information • Provides effective disaster recovery for vital information • CD's ensure secure, permanent storage of Information • Protects sensitive Information through removable disks Preserves Capital Investment • Provides solution to protect prior Investments in PC hardware and LAN • Supports open systems architecture for compatibility with other technologies • Complies with Industry communications standards for support of remote facilities • Provides flexibility and power to meet future needs and growth Increased Personnel Productivity • Save time and personnel costs associated with paper filing, processing, and management ■ Provide simultaneous access to records by multiple users and departments to minimize processing delays • Supports open systems architecture for compatibility with other technologies • Complies with industry communications standards for support of remote facilities • Provides flexibility and power to meet future needs and growth Exhibit B Exhibit S Full -Cycle Convorslon Service Pickup-Conversion-Archivinji-Destruction LIN-CUM, Inc. In -House Products and Servicas LCI Since 1983 Document Capture Process Overview • LCI Document Capture and Indexing Systems can process the Document Capture and Index Functions for your Imaging System. It Is a single application that Is composed of several separate modules that run on multiple workstations on a LAN. This architecture provides the functionality and scalability to manage large volume projects for our Clients. The diagram below shows a typical batch processing system with the LCI Capture System. Document Capture Procedures AdminlWation oetite� dcnrn.nicytte,, �.h Pirunelxc Satdl Alan r McrAm syttarr% sutamatk-_ y lam ch" prxen.s Prtpare Scan OCR and Image Indexing Release • parirra detuuard Scam popes (7eamp Key from inaga cu ma kma a to clasaesVAIndcr Oaskew.daahado, pS a aldara e 'tp Hilda ' knpart�lo destkte, eta • Double key entry 9 • Stan lydmrr. In • Prepatew�" rec grajae Llrrererr►aral a£datiars r1wknil • gad Wtthas Edp• Doha" raard d2t26at• • Erdar batch todk _ + Batch to Lai • DafintOCfttoasa and papetoo b op&calcharattar raconalatlan IntegratewM ttlan r ork%m a + EdWnorda rye • GA end tig far #octmard bdabn olio mansp ar • Retearr job- • 1 s p Scan Processing IndevngandQA Slcrige Serer Station Worftsla1lions Server titw ana ltaaanrw+y . J Figure 1. Ascwnk Capture Process Ovsrvlew Scanning/Importing The Scan module is used to create batches, scan and import documents, process barcodes and patch codes, and edit the contents of batches. The basic scan and import operations indude: • Batch preparation. Before scanning, an operator manually prepares a batch of paper documents, adds document separator sheets if required, counts the number of pages in the batch, and loads the batch into the scanner Input tray. • Balch creation. The operator at the scan workstation creates the batch by entering the appropriate information Into the system, Including the batch name, document class, and various page counts used for error checking, The page counts are used to detect when an Incorrect 4 Exhibit B LIN-CUM, Ina LCI Full -Cycle Conversion Service Pickup-Conversloe}Archiving-0estruc;Uon In -House Products and Services since I M • number of pages are scanned and, if document separators are not used, to define the beginning and end of each document in the batch. The Scan module displays the scanned and/or imported images In the view window, maintains and displays the document and page counts, and stores the images in a temporary working directory. The Scan module also processes any bar codes and patch codes on the scanned images. Bar codes are used to automatically fill in index fields associated with the document. Patch codes are used on document separator sheets to indicate the beginning of a document. Optical Character Recognition (OCR) OCR can speed Indexing by using it to read zones on the document and automatically convert them into indexes. After the zones have been OCR'd, the data could be sent to be verified against an existing database, an Indexing station for verification or can be sent straight to the release station. Image Cleanup Image cleanup techniques can make images more readable and increase OCR accuracy. The most effective ones are: • Deskewing straightens pages that have been scanned slightly crooked due to mechanical tolerances in the scanner's document feeder. Deskewing can increase the accuracy of OCR by 5-10% and make the difference between using expensive manual indexing and automated OCR indexing. • Deshading allows you to OCR zones that are otherwise unreadable against gray shaded backgrounds. • Despeckling and streak removal techniques remove small speckles and streaks caused by dri in the scanner feeder or noise In the scanner LCD's. • Line removal erases the lines on the image and then reconstructs the characters so they can be recognized. On typewritten forms, words may be typed across the lines on the form, which makes them unreadable to OCR. • Edge Enhancement Is a multiple set of filters that sharpens the edges of characters with results that are usually Invisible to the eye, but can increase the accuracy of OCR by as much as 5- 10%. Index/Index Verify The Index data Is the key to retrieving the document, however, indexing is the most critical and labor intensive step in the document capture process. Several methods to reduce operator errors and speed the Indexing process are: ■ Bar Code Recognition is a highly rdlable method for indexing documents. ■ OCR Zone Indexing can be utilized to FLU index fields allowing Index operators to simply check the accuracy of the OCR field rather than manually typing the required data on the Indexing form. nowd Full -Cycle Conversion Service Exhibit $ Pi clsup-Canvarsion.Arct riving -Destruction LIN-CUM, Inc. In4iouse Products and Services LCI Since 1883 Custom Vatjdation Scripts to fill fields on the indexing form with default values. Validation scripts can be used to verify an index field against the database, and to detect both manual and OCR indexing errors. Index Verifrcetion can be specified for fields in which 100% accuracy is essential. After a batch of documents has been indexed, the batch Is then routed to an Index operator, who enters the Indexes a second time. Any indexes that do not match are flagged as errors and must be rekeyed. Image Quality Control Each image is inspected for quality and scanning accuracy in the Quality Assurance Module. • Replace Page is used when the quality assurance operator flags an Image for rescan. • Insert Page Is used to add a page Image in a specific location of an existing document in a batch. • Delete Page Is used to delete a page Image from a specific location of an existing document In a batch. Technical Support As detailed above under Document Retrieval, Document retrievals will be provided by LCI while the documents are In its possession. Client personnel shall contact us via email, FAX, or phone, with the requested document identification. LCI staff unit pull the requested files, scan them, (if not already scanned) and send them to the requester facility via secured FTP or email transmission, common carrier of your choice, or deliver them via LCI vehicle. Document retrieval services will be provided between the hours of 8:00 AM to 5:00 PM, Monday through Fridays, exduding holidays. COMPANY PROFILE LCI provided safe and secured facilities for intake, processing, and quality assurance. The company's services included microfilming, archival film processing and quality controls resulting in archival certification of the silver halide microfilm for up to 500+ year archivability. The highest quality available is assured in the company's Kodak (now Eastman-Parkycerfifaed and monitored lab, including EastmanPark film restoration services. As stated above, our entire staff Is highly trained and cross -trained throughout our operation, to provide the flexibility needed to meet all the demands of our increasing number of clients. LCI has two large vaults in which we store the original microfilm, as well as backup of all electronic records we process for our clients. LCI grew rapidly as a leading user and reseller of Canon and Kodak micrographics, migrating into document Imaging as a leading reseller of Canon document scanners and digitizers. Arizona Imaging Systems, (AIS) which merged with LCI in 2007, brought with it Exhibit B UN -CUM, Inc. LCI Pull -Cycle ConverWon Service Pickup•Conversion-ArchMng-GestruW on In -House Products snd Services Since 1983 the largest Kodak reseller In Arizona. LCI then became a leading user and reseller of both Canon and Kodak, and is the Arizona Kodak -certified and monitored operation for microfilm processing and film -restoration services. LCI sells and supports workstations, including scanners — from award -winning Canon and Kodak portable "take It with you" color document scanners to production and network document scanners; and ST ViewScan microfilmlmicroflche scanners (for BIW and Color image processing). We support your storage needs, with FlreKing standard and fire -safe media storage cabinets, as well as off -site vault storage for disaster recavery. R ARM LIN-CUM, Inc. LCI FulMycle Comaralon Service Pickup-C o rmre rs i o wA r c hh►T ng-D estru ctl o n lwHouse Products and Services Since 1983 EXHIBIT B INVESTMENT SCHEDULE Revised 12/30/15 per discussion with Thomas Harris Deputy City Manage APPLICATIONS: Various documents from several departments; stored in basement of City Hall; (Q & A reported est. 87,229 images/pages, from 8'/z" x 11" to 24"x26"; ASSUMING 75%/25% split, as exemplary; not specific to paper dot's., electronic or microfilmed images in total) Microfilm, microlche, digital, or paper documents records shall be scanned and indexed to portable discs, DVD or FlashDrive; or archived TO microfilm, for permanencylpreservation: earneany40ll51Fa9efGfie#e thWe aFe be ronver-ted, of 46mm and45rrim. Specific volumes unknown at this time. Procedure Unit Price Extended TBD Shipment of boxed record, documents ranging from 8'/z x11 to 24W6", to LCI; specified per Ib.(est 35 lb. per 16"xl2"xl2" storage box' 50.0 $1.4511 b. 1,450:99 Document/Medla Intake and Queuing; document pre .; Incl. 0 Document/Media Preparation; per hour; est.1 hr. per 1200 pgs. $16.25 3 Document Scanning -Standard Size, incl. OCR -enabling and indexing, per document .062 4,956.45 Document Scanning -led er-size, Incl. OCR -enabling and indexing _35 7- Document Scanning: en ' . drawings, maps, aerials- all sizes; per sh. 1.10 Digital record downloading to microfilm .04 Microfilm scanning, 16mm images to TIF. PDF, or other std. .05 Microfilm scanning, 35mm ima es to TIF, PDF, or other std. _255 Microfiche scanning; 16mm images .098 Indexing; 2 fields incl. Incl. Compiling and recording to EHD External Hard Drive or DVD 2+1 $35.00 44)5-99 Produce and label duplicate disc 25.00 7&W Archive to 16mm135mm microfilm; 2157100' rolls .041.35 2.646,87- 4 Duplicate microfilm rolls; 16mm 1001215' roll; boxed, titled and indexed 28.001 39.00 Duplicate microfiche; ea.: titled and indexed .30 Subtotal 24,749.33 Sales tax; 8.3% Total " Per Addendum #1 Turnaround will be one week. 8 Exhibit B 11qWP Full -Cycle Conversion Service Pickup-ConverslowArcWving.neatraction LIN-CUM, Inc. In -House Products and Services LCI Since 19s3 EM til Note: All pricing quoted will be retained for a minimum of 90 days after contract approval. Assuming continuation throughout the contract year, of the same type and format of documents and media to be digitized, these prices will be assured for one year from date of contract approval. Turnaround will be one week. 9 Exhibit B ExhibiL C BUSINEss AssocIATE AGREEMENT This Business Associate Agreement (the "Agreement"), effective February 25, 2016 is entered Into by and between the City of Lubbock ("City" or "Covered Entity") and Lin -Cum, Inc. (the "Business Associate"), (each a "Party" and collectively the "Parties"). Business Associate is a provider of document microfilming and imaging services (the "Services"), and the Covered Entity Is a political subdivision of the State of Texas. The Parties have an agreement (the "Master Agreement") under which the Business Associate regularly uses and/or discloses Protected Health Information in its performance of the Services described. Both Parties are committed to complying with the Standards for Privacy of individually identifiable Health Information under the Health Insurance Portability and Accountability Act of 1996 ("HIPAA"). This Agreement sets forth the terms and conditions, pursuant to which the Protected Health Information, that Is provided, created, or received by the Business Associate, from or on behalf of the Covered Entity, will be handled between the Business Associate and the Covered Entity, and further with third parties during the term of the Master Agreement and after Its termination. The Parties agree as follows: Covered Entity will make available to Business Associate certain information (e.g., medical records, patient information that is confidential and must be afforded special treatment and protection) In connection with Services provided by Business Associate to Covered Entity pursuant to the Master Agreement. Business Associate will have access to and/or receive from Covered Entity certain Information that can be used or disclosed only in accordance with this Agreement, the Master Agreement and the Department of Health and Human Service Privacy Regulations. Covered Entity and Business Associate agree as follows: 1. Business Associate shall not use or disclose Protected Health Information except as provided In this Agreement, the Master Agreement or required by law. A) The City of Lubbock agrees to provide Business Associate with a list of employees who are authorized to request retrieval of government documents. The City of Lubbock will he responsible for ensuring the Fax machine is in a secured area for the receipt of confidential information. B) The City of Lubbock will fax to Business Associate a written, signed, and dated release of information request to Business Associate at: (xxx)xxx-xxxx. Business Associate will verify the name of the requestor and the incoming fax number prior to retrieving the requested document(s). Business Associate will verbally contact the original requestor prior to faxing or physically returning the documents and confirm request, verify documents, fax number and/or ship to address. C) Business Associate will return requested documents per City of Lubbock Instructions. Fax requested returns will be to the authorized requestors attention at (806)775-3983. Physical return of documents will be to the authorized requestor's attention at: The City of Lubbock, 162S 131" Street, Room 205, Lubbock, TX 79401 Buslnass Assadate Agreement -aty of Lubbock/Undum, 4u. Page 1 of 3 Exhibit C D) Business Associate will document method of return and original written authorization of release. Business Associate will maintain all release Information for a period of six (6) years. 2. Business Associate shall implement and maintain appropriate safeguards to prevent the use or disclosure of Protected Health Information other than as provided herein. 3. Business Associate shall report to Covered Entity any use or disclosure of Protected Health Information in violation of this Agreement or the Master Agreement in which Business Associate becomes aware. 4. Business Associate agrees that anytime information is provided to or made available to any subcontractors or agents, Business Associate shall enter into a subcontract with the subcontractor or agent that contains the same terms, conditions and restrictions on the use and disclosure of information as contained in this Contract. S. Business Associate shall make Protected Health Information available through and upon written request of the Covered Entity, to the individual subjects of such information. 6. Business Associate shall incorporate into this Agreement any amendments or corrections to Protected Health information when notified by Covered Entity. 7. Business Associate shall provide for an accounting of uses and disclosures of Protected Health Information as requested by Covered Entity. B. Business Associate shall make Its internal practices, books and records relating to the use and disclosure of Protected Health Information available to the Secretary of the Department of Health and Human Services (HHS) as necessary for purposes of determining Covered Entity's compliance with the HIPAA Privacy Rule. 9. At termination of this Agreement Business Associate agrees to return or destroy all information received from, or created or received by Business Associate on behalf of Covered Entity. Business Associate agrees not to retain any copies of the information after termination of this contract. If return or destruction of the Information is not feaslble,'Business Associate agrees to extend the protections of this Agreement for as long as necessary to protect the information after the termination of this Contract. 30. Covered Entity may terminate this agreement if it determines that Business Associate has violated a material term of this agreement after first providing written notice of such breach to Business Associate. Business Associate will then have seventy-two (72) hours to rectify said breach and notify Covered Entity of the resolution. 11. if termination of the contract is not feasible, then Covered Entity must report this violation to the Secretary of HHS. Business Associate Agreement-aty of LubbtKk/L]n•Cum, Inc. Page 2 of 3 Exhibit C 12. The information shall be and remain the property of Covered Entity. Business Associate agrees that it acquires no title or rights to the information, Including any de-ident►fied information, as a result of this Contract. In witness whereof, Business Associate and City have caused this Contract to be signed and delivered by their duly authorized representatives, as of the date set Forth above. Lin-C nc. i ` By Print Name: rtie: The City of Lubbock By: Print Name: Title: BuslnosAuadate Agreement— oty of iubbcxkJLM-Cum, tnc. s'sge 3 013 Exhibit D City of Lubbock, TX RFP 16-12552-DGB IIf. Insurance SECTION A. Prior to the approval ofdtis contract by the City, the Contracior shall furnish a compicied Insurance Certificate to the Cat,., which shall be completed by an agent audiorizcd to bind the named underwritcr(s) to the coverages, limits, and termination provisions shown thereon, and which shall furnish and contain all required information refcrenced or indicated ihercun. THE CITY SHALL HAVE NO DUTY TO PAY OR PERFOUI UNDER THIS CON711ACi" UNTIL SUCH CERTIFICATE SHALL HAVE Br-LN DELIVL•RED TO TI III CITY. SECTION B. 'File City reservcs the right to revic v the insurance requircmcnis of this section during the clTeclko period of the contrxt and to require adjustmcat of insurance coverages and their limits %vhen deemed necessary and prudent by the City based upon changes in statutory lair, court decisions, or the claims history of tlrc Indusiry as well as the Conlractor. SECTIO\ C. Subject to the Contractor's right to maintain reasonable deductibles in such amounts as arc opproicd by ilia City, the Contactor sliall obtain and maintain in full force and cfTect for the duration of this contract, and any extension hereof, at Contractors sole cxprnsc, insuninco covers - written by companies approved by the Stoic of Texas and acceptable to the City, in the rollw0rig ty pc(5) and amuunt(s): TYPE or INSURANCE GENERAL LIABILITY © Commercial General Liability ❑ Claims Made © Occurrence ❑ IYiFlcavy Equipnxni ❑ To Include Products of Complete Operation Endorsements .PROFESSIONAL LIABILITY AUTOMOTIVE LIABILITY ® Am' Auto ❑ Scheduled Autos ❑ Nan -Owned Autos CESS LIABILITY Umbrella Form :AGE LIABILITY Any Auto ❑ All Owned Autos ❑ Hired Autos ❑ BUILDER'S RISK Cl INSTALLATION FLOATER J❑ CARGO COMBiNED Sli\GLE LEMIT General Aggregate 105 00.004 Products-Comp/Op AGG X Personal & Adv. Injury X Contractutil Liability X Fire Damage (Any one Fire) ivied Exp (Any one Person) General Aggregaie Aggregate Each Occurrence Aggresaic Auto Only - Each Accident Other Ilan Auto Only: Each Accidcnl Aggregate ❑ iW° of the Total Contract Price ❑ 100'% of the Total Ivlatcrial Casts ❑ WORKERS COMPENSATION — STATUTORY AMOUNTS OR OCCUPATIONAL MEDICAL AND DISABILITY © ENIPLOYERS' LIABILITY aTIIEIt: COPIES OF ENDOSEIiENTS ARE REQUIRED l 000 000 S 1.000.000 S 500.000 Q Cin, of Ltabbock naturd at addiflonal hisured on rIsaa;Gancrol Liability- on a primary and non•contribiatori, basis © To i+rchule prodncts ofcompleled aperutiont eardorsetrretrl. ® rhbiver of subrogation in favor of the City of Labbock on all coverages, e-wept s ra,.clumiaa Donuur 16-1:55:•DGB J.GaaWwL�% & iwsin ScAkO Exhibit D IMPORTANT: POLICY ENDORSEMENTS T]tc Contractor will provide copies of the policies without expense, to the City and all endorsements thereto and may make any reasonable request for deletion, revision, or modification orparticular policy terms, conditions, limitations, or exclusions (except where policy provisions are established by law or regulation binding upon either of the parties hereto or the underwriter of any ofsuch policies). Upon such request by the City, the Contractor shall exercise reasonable efforts to accomplish such changes in policy coverages, and shall pay the cost thereof. Any costs will be paid by the Contractor. REQUIRED PROVISIONS The Contractor agrees that wish respect to the above required insurance, all insurance contracts and certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the following required provisions: a. blame the City of Lubbock and its officers, employees, and elected representatives as additional insured, (as the interest of each insured may appear) as to all applicable coverage; b. Provide for 30 days notice to the City for cancellation, nonrene►wal, or material change; c. Provide for notice to the City at the address shown bclo►v by registered mail; d. The Contractor agrees to waive subrogation against the City of Lubbock, its officers, employees, and elected representatives for injuries, includin- death, property damage, or any other loss to the extent same stay be covered by the proceeds of insurance; e. Provide that all provisions of this contract concerning liability, duty, and standard of care together with the indemnification provision, shall be underwritten by contractual liability coverage sufficient to include such obligations within applicable policies. f, All copies of the Certificute5 of Insuimnee shall reverence the nrooccl name or bid number for which the insurunce is beine supplied. NOTICES The Contractor shall notify the City in the event of any change in coverage and shall give such notices not less than 30 days prior the change, wItich notice must be accompanied by a replacement CERTIFICATE OF INSURANCE. All notices shall be given to the City at the following address: Marta Alvarez, Director of Purchasing and Contract Management City of Lubbock I625 13'h Street, Room L04 Lubbock, Texas 79401 SECTION D. Approval, disapproval, or failure to act by the City regarding any insurance supplied by the Contractor shall not relieve the Contractor of full responsibility or liability for damages and accidents as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial of liability by the insurance company exonerate the Contractor from liability. 5 n,Rn2,e34 oe vur 1":5 : two a m tm.pV sent, CERTIFICATE OF INTERESTED PARTIES FORM 1295 1af1 Complete NriS, 1- 4 and 6 if Mere are interested parries. OFFICE USE ONLY Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING 1 Name of business entity filing form, and the city, state and country of the business entity's place Certificate Number: of business. 2015-7375 Lin -Cum, Inc. Phoenix, AZ United States Date Filed: 2 Name of governmental entity or state agency that is a pargr to the contract for which the form is 01/29!2016 being filed. City of Lubbock Date Acknowledged: 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description or the goods or services to be provided under the contract. 12552 Microfilming & Imaging Senrices Name of Interested Party City, State, Country (place of business} Mature of interest (check applical3le) Controlling Intermediary White , Quincy Lubbock, TX United States X !I I 5 Check only if there is NO Interested Party. ❑ 6 AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is true and correct. MOFFICfALs AL I SIJSAW'kR(JDR!GL!C:' } �: i•;' _J� ii1V 2Yf f PLG��ll�- S'aie o�'�1p�'r}�;i///, l��I✓'.�"?� r''�� My Comm. Expires April 2, 2.'317 1 Signature of aaulhoriZed agent of c mrc,i:Jng !uU-jiness emit) AFFIX NOTARY STAMP I SEAL ABOVE �1 In Sworn to and subscribed before me, by the said ' L `G, ,( LE-7' l—.Q; ),51 y,» A j this the day of j Chi/} _ 2D��(�, to certify which, witness my hand and seal of office. Signature u officer adn ini teriny oatlh Printed name of officer administering oath Title of officer I rninisterinu ealh Forms Provided by Texas Ethics Commission wwvr.ethics.state.tx.us Versicn V1.0.34415 CERTIFICATE OF INTERESTED PARTIES FORM 1295 lots Complete Nos. 1 - 4 and 6 if there are interested parties. Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. OFFICE USE ONLY CERTIFICATION OF FILING Certificate Number: 2016-7375 Date Filed: 01/29/2016 Date Acknowledged: 02/02/2016 1 Name of business entity filing torn, and the city, state and country of the business entity's place of business. Lin -Cum, Inc. Phoenix, AZ United States 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. City of Lubbock 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the goods or services to be provided under the contract. 12552 Microtifmfng & Imaging Services 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling Intermediary White , Quincy Lubbock, TX United States X 5 Check only if there is NO Interested Party. ❑ 6 AFFIDAVIT I swear, or affrrn, under penalty of perjury, that the above disclosure is true and correct. Signature of authorized agent of contracting business entity AFFIX NOTARY STAMP I SEAL ABOVE Sworn to and subscribed before me, by the said this the day of 20 , to certify which, witness my hand and seal of office. Signature of officer adminislering oath Printed name of officer administering oath Title of officer administering oath Forms provided by Texas Ethics Commission www.ethics,state.tx.us Version V1.0.3441fi Contract 12552 AMENDMENT NO. I TO AGREEMENT BETWEEN THE CITY OF LUBBOCK AND LIN-CUM, INC. TI-IIS IS AN AMENDMENT TO THE AGREEMENT dated and entered into the 25th day of February, 2016 by and between the City of Lubbock ("City") and Lin -Cum, Inc., ("Contractor") of Lubbock, Texas, The Contractor has entered into the Agreement with the City for performing services associated with microfilmin- and imaging services. Amendment No. I adds the services for Microfiche jacket; title and index per Exhibit B. All other portions of the original Agreement sha[I remain in place and are not altered by this amendment. IN WITNESS HEREOF, the parties have executed this Agreement as of this+day of October, 2016. CITY. OF LUBBOCK Mantra A-14fz, Director of Purchasing and Contra Management APPROVED AS TO CONTENT: Rebecca arza, City Secretary APPROVED AS T Mitch Satt&wt1fie, First Assisfant-City Attorney :4hr111MM Co iv, — 13 e, � " '14 1 (z 00 6 Authorized Representitive Lin -Cum, Inc. 3020 W. Windsor Ave. Phoenix, AZ 85009 Fe0.Opd*0DMrsioe (sarrta Fsh16U 6 PI=WpCa mw2k&AmW Nj-D"1rucdazs LIN.CUM m kHbvee Predawts end serrfc+ LCI waae Rasa EMMIT 8 INir umm5CluUI.E Ravlaod Imal75 per disau4eton wlih ThOMF Finale, DfodtV CHV Maneaar APPLICATIONS: Various doctrments from sovani depubsents; stand In bawmant of City Halt (Q a A reported est. 97XD lmapealpa9es, from 9 %" x i t" to 24"x2a^; ASSUMING 7SW25% spill, as •xomplary; not spdcHk to paper doe's., electronic or micraitimed Images in totan Mkratil n, mlerefiche, digUal, or paper documants records ehaH be scanned and indexud to portable discs, DVD orFbuhDrlve; or archived TO microfilm, for porrnensncylpreservallont ny+9Ilalrn m9khe Umm-aW-ie11-n m VaFt4t OF46mm mmd-+Zbrem. specific volumes unknown at this Ilme. procedure Unit Prka, Extended T8D prnentalbazad iiER documents mnft ram B Y xtl to 24'x . to Wt. specified pertb.(est. 351b, per 16'x12742• slarage burr $1.454 b. 4rgw p0 Doctzaentlfdedla kitalca and . document ka 0 Dtxtxrienlltdadin Sion- yr tiaur asLt hr. per 12M s S 1 [3.75 .# U-V Document Scan; p-Standard Size, Ind. OCR-enabinp and Mda*V, r document .0 32 4A6" Dowrnanl 4ad ar-st:e -snob and Inderdrt 35 Dmmant Sce . d rna earl". a stte r sh. 1.10 Ralrecorddownlca 14mkaoRn .44 ltimo im 1Gmm IaTIF t'DF nrathersld. .0,5 Mkrofflm scam 35m es b DF or odd std. zS5 6ricmflchemarn -16mm kwon .09t1 W01W 2lfelds Co to amel or +1 9 w Pmducs anti tebai du In dist is.Da a AtetJva to iBlnrnfdfrrnrt mlaoiisnt; 2157100' fn6s .041.35 Zr 0 ;x,6a�fiA Duptteate m rW 16mm 1OWWRboxed. Heed and Indexed 29.0f11 39.00 ' am.,, titled and axed .30 Z'cafe Srlbtot:_ 11 saw 54 Tout- Microfiche Jacket; tr we and index - Per Addendum #1 Turnaround will be aae week.