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Home My WebLink AboutProfessional Service Agreement - Bolt Limited Inc - Historic Digitization of RecordsN 1316 C(YUN ry-Crry BUILDINU I1U)M,-1 574/235-9251 227 W-JETFERSON BouLEVARD P FACE FAX 574/ 235-9171 SOUTH BFND. INDIANA 46601-1830 CITY OF SOUTH BEND PE;` E BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS September 11, 2018 Catherine Nelson Bolt Limited, Inc. 127 S. Rowland Street Cassopolis, MI 49031 RE: Professional Services Agreement Dear Ms. Nelson: The Board of Public Works, at its meeting held on September 11, 2018, approved the above referenced agreement regarding the historic preservation digitization of records in the amount of $20,000. Enclosed please find a copy of the agreement for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M, Martin, Clerk Enclosure GARY A. GiLOT SUZANNA M. Hi TZBERo EtIZABl'i"ii A. MARADIK JAmis A. MUELLE Tiii. CITY OF SOUTHBEND HISTORIC PRESERVATION COMMISSION TO: Board of Public Works, Linda Martin CC: Tim Corcoran, Jennifer Hockenhull, Michael Schmidt, Benjamin Dougherty, Aladean DeRose FROM: Elicia Feasel SUBJECT: BOLT Professional Services for Historic Preservation Digitization of Records DATE: 08/15/2018 Linda and Members of the Board, We are seeking approval to award BOLT LIMITED, Inc. a Professional Services Agreement for the first phase of Historic Preservation's digitization of records. Please see the attached five quotes (ail for the same project, quoted by record type to be scanned). All quotes are estimates and the services may go up to but not to exceed the allocated funding total of $20,000. Thank you, Elicia Feasel PRESIDENT A CERTIFIED LocAI, GOVERNMCNT ELIC€A FRASEL OF THE NNHONAC, PARE SFR\7€0E HISTORIC PRESERVA€'ION Anm€€N€STRATO€L EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION j EMPOWERMENT 1400S County -City Building 1227 W. Jefferson Blvd. I South Bend, Indiana 466011 p 574.235.93711 f 574.235.92011 www.southbendin.gov AGREEMENT FOR PROFESSIONAL SERVICES This Agreement For Professional Services (this "Agreement") is entered into on 8/28/2018, (the "Effective Date"), by and between the City of South Bend, acting by and through its Board of Public Works (the "City"), and (BOLT LIMITED, Inc.), with its registered office address at 127 S. Rowland Street, Cassopolis, MI 49031(the "Provider") (each a "Party" and collectively the "Parties"). For and in consideration of the mutual covenants and promises contained herein, the Parties agree as follows: 1. Services. The Provider will provide to the City the professional services (the "Services") set forth in the Provider's proposal attached hereto as Exhibit A (the "Scope of Work"). The Provider will undertake the Task(s) (as defined in the Scope of Work) in consultation with the City. In the event of any conflict between the terms of this Agreement and the terms of the Scope of Work, the terms of this Agreement will prevail. The Provider will execute its obligations under this Agreement in accordance with the prevailing professional standard of care for projects of similar design and complexity. 2. Compensation. In exchange for the Provider's satisfactory performance of the Services, and subject to the terms and conditions of this Agreement, the City will pay the Provider a total sum not to exceed ($20,000) ($) (the "Contract Amount"). The City will pay the Contract Amount in installments upon invoicing by the Provider upon the completion of Tasks listed in the Scope of Work (each a "Contract Installment"). The City will not be required to pay any Contract Installment if the City is not satisfied with the Provider's performance under this Agreement or any default or breach of this Agreement by the Provider exists, as the City may determine in its sole discretion. The sum of all Contract Installments will not exceed the Contract Amount, and the Provider will not incur or seek reimbursement for any expenses in excess of the Contract Amount. 3. Term; Termination. Unless earlier terminated in accordance with its terms, this Agreement will commence on the Effective Date and end upon the Provider's satisfaction of all its obligations hereunder and the City's final payment therefor. Notwithstanding the foregoing, effective immediately upon delivery of a written termination notice to the Provider, the City may terminate this Agreement, in whole or in part, for any reason, if the City determines that such termination is in the best interest of the City. In addition, in accordance with Ind. Code 6-1.1-18, payments are subject to appropriation by the City. If the City makes a written determination that funds are not appropriated or are otherwise unavailable to support the continuation of this Agreement, it shall be cancelled. A determination by the City that funds are not appropriated or are otherwise unavailable to support the continuation of performance shall be final and conclusive. The City will not be required to pay any Contract Installment or be otherwise liable for any cost associated with the Provider's performance of any Services after the effective date of termination. 4. Remedies for Breach of Contract. Failure to complete the Services in accordance with this Agreement will be considered a material breach. In the event of such breach, the City may suspend all payments to the Provider and may pursue any and all remedies available at law or in equity. The Provider shall repay to the City any portion of the Contract Amount expended for matters not within the scope of the Services. 5. Point of Contact. The City employee identified in Section 10 below will serve as the City's principal point of contact for purposes of this Agreement. 6. Relationship. The Provider shall at all times be an independent contractor for the performance of the Services rather than an employee of the City, and no act or omission to act by the Provider shall in any way bind or obligate the City. This Agreement is strictly for the benefit of the Parties and not for any third party or person. This Agreement was negotiated by the Parties at arm's length and each of the parties hereto has reviewed the Agreement after the opportunity to consult with independent legal counsel. Neither party shall maintain that the language in the Agreement shall be construed against any signatory hereto. The City and the Provider hereby renounce the existence of any form of agency relationship, joint venture, or partnership between the Provider and the City and agree that nothing contained herein or in any document executed in connection herewith shall be construed as creating any such relationship between the City and the Provider. 7. Indemnification of City. The Provider hereby agrees to defend, indemnify, and hold harmless the City, its officials, employees, and agents from any and all claims of any nature which arise from the performance by the Provider under this Agreement and from all costs and attorney fees in connection therewith, excepting for claims arising out of the negligence of the City, its officials, directors, employees, and agents. The obligations of the Provider under this section shall survive the termination of this Agreement. 8. Work Product, Ownership. The Provider will submit its work product to the City in accordance with the terms of the Scope of Work. Except as provided in Section 8(b) below, any and all work product submitted by the Provider to the City as part of the Provider's performance of the Services will become the exclusive property of the City, and the City will have the right to use and reproduce copies of the Provider's work product as the City determines in its sole discretion without compensation to the Provider except the compensation expressly provided for in this Agreement. 9. Assignment The Provider shall not assign or subcontract the whole or any part of this Agreement or its obligations hereunder without the prior written consent of the City. 10. Notices. Any notice required or permitted to be delivered hereunder shall be deemed to be delivered, whether or not actually received, when deposited in the United States Postal Service, postage prepaid, registered or certified mail, return receipt requested, addressed to the City or the Provider, as the case may be, at the address set forth below. Provider: City: BOLT LIMITED, Inc. City of South Bend 127 S. Rowland Street 227 W. Jefferson Boulevard, Suite 1400 S. Cassopolis, MI 49031 South Bend, IN 46601 2 Attn: Catherine Nelson Attn: Elicia Feasel 11. Equal Opportunity; Non -Discrimination; Compliance. The Provider shall comply with all applicable laws and regulations in its hiring and employment practices and policies for any activity covered by this Agreement. The Provider shall comply with all state, federal, and municipal laws, regulations, and standards applicable to its activities pursuant to this Agreement including, but not limited to, the requirements imposed by Ind. Code 22-9-1-10 (non- discrimination), the provisions of Ind. Code 5-22-1 G.5 (disqualification for dealings with the government of Iran), and the provisions of Ind. Code 22-5-1.7 (requiring E-Verify for new employees and prohibiting employment of unauthorized aliens). Each of the foregoing provisions is incorporated herein as if set forth in full, and the Provider certifies that it is in compliance with each such provision and shall remain in compliance through the term of this Agreement. 12. Drug -Free Workplace. The Provider hereby agrees to make a good faith effort to provide and maintain a drug -free workplace. The Provider will give written notice to the City within ten (10) days after receiving actual notice that the Provider or an employee of the Provider within the State of Indiana has been convicted of a criminal drug violation occurring in the workplace. 13. Entire Agreement; Amendment; Applicable Law. This Agreement sets forth the entire agreement and understanding between the parties as to the subject matter hereof, and merges and supersedes all prior discussions, agreements, and understanding of any and every nature between them. This Agreement may be amended only by separate writing, signed by authorized representatives of both the Provider and the City. This Agreement will be construed and interpreted according to the laws of the State of Indiana. [Signature page follows.] 3 IN WITNESS WHEREOF, the Parties hereto have caused this Agreement For Professional Services to be effective as of the Effective Date stated above. CITY OF SOUTfI BEND BOARD OF PUELIC O I. PliA41-,.- Gary Gilot, president Therese Dorau, Member Suzarina Elizabeth Maradik, Member James Mueller, Member ATTEST: lida Martin, Clerlc BOLT LIMITED, Inc. I3y; Printed: Catherine E. Nelson Position: President C Owner 4 EXHIBIT A Scope of Work [See attached.] BOLT LIMITED,Inc. dba/BOLT Document Management 2701 Industrial Pkwy Suite 180 Elkhart, IN 46516 Name /Address City of South Bend Community Development _ __ ........ 227 W. Jefferson. Blvd . 14th Floor County -City Building South Bend, IN 46601 Date Estimate # 5/22/2018 430 Project Item Description Qty Cost Total Professional ... Professional Services: Import City of South 1 90.00 90.00 Bend street name and number for normalization. Create Laserfiche index template, volume and record folder structure programmatically. Bureau Scan... Professional Services: Pre -scan prep and 52,500 0.10 5,250.00 scan records — includes exceptions for over -size, photos, duplex, color, B & W & grayscale where required. Indexing Scan and index to record folders, Parse 1,000 0.50 500.00 records into three document types — (survey card, certification, other). Publish to Lasertiche volume. Index scarmed records to numbered boxes for archive purposes. Pickup Pickup and deliver documents at County 1 50.00 50.00 city Building or city archive. Records to be in customer supplied banker• boxes. Job to be performed in one or two batches to be determined at time of work. Subtotal $5,890.00 Sales Tax (7.0%) $0.00 Total $5,890.00 State of Indiana Certified Woman Owned Small Business BOLT LIMITED,Inc. dbaBOLT Document Management 2701 Industrial Pkwy Suite 180 Elkhart, IN 46516 Name 1 Address City of South Bend Community Development., 227 W. Jefferson Blvd 14th Floor County -City Building South Bend, IN 46601 Date Estimate # 5/22/2018 431 Project Item Description Qty Cost Total Professional ... Professional Services — scanning and 144,824 0.045 6,517.08 publishing: pre -scan preparation of 5 x 7 handwritten assessor cards (72,412 duplex cards — client estimated quantity), scan at 300 dpi , process with image threshold enhancement, publish as multi -page greyscale documents according to order in files, indexed by divider card description, published to Laserfiche runtime volumes, includes pick-up and delivery of job in file drawers. *Laserfiche runtime volumes will load and run a stand-alone search/view application on Windows PC's. The volumes can also be copied and attached to the City of South Bend Laserfiche system for web -based search and viewing of the repository. Invoices will be billed based on actual image counts, invoiced at monthly intervals. Subtotal $6,517.08 Sales Tax (0.0%) $0.00 Total $6,517.08 State of Indiana Certified Woman Owned Small Business BOLT LIMITED,Inc. dba/BOLT Document Management 2701 Industrial Pkwy Suite 180 Elkhart, IN 46S 16 Dame I Address City of South Bend Communtiy Development _ 227 W. Jefferson Blvd 14th Floor County -City Building South Bead, IN 46601 Date Estimate # S/22/2018 432 Project Item Description Qty Cost Total Professional ... Professional Services — scanning and 28,800 0.15 4,320.00 publishing: pre -scan preparation of mixed -sized and oversized (C size drawing) survey records, (288 drawer inches x estimated 100 pages/inch - 28,800 images), scan at 300 dpi, process with image threshold enhancement, publish -as B & W multi -page documents according to individual survey folder, indexed by folder survey name, published to Laserfiche runtime volumes, includes pick-up and delivery. *Laserfiche runtime volumes will load and run a stand-alone search/view application on Windows PC's. The volumes can also be copied and attached to the City of South Bend Laserfiche system for web -based search and viewing of the repository. Invoices will be billed based on actual volumes, invoiced at monthly intervals. Subtotal $4,320.00 Sales Tax (0.0%) $0.00 Total $4,320.00 State of Indiana Certified Woman Owned Small Business BOLT LIMITED,Inc. dbaBOLT Document Management 2701 Industrial Pkwy Suite 180 Elkhart, IN 46516 I Name / Address f City of South Bend Community_Development 227 W. Jefferson Blvd 14th Floor County -City Building South Bend, IN 46601 Quote Date Estimate ## 5/22/2018 433 Project Item Description Qty Cost Total Bureau Scan... Scan Minute Boobs: 24 books at estimated 300 pages per book. Index by date, OCR, and publish to Laserfiche. 7,200 0.04 288.00 Subtotal $28800 State of Indiana Certified Woman Owned Small Business Sales Tax (0.0%) $0.00 Total $288.00 BOLT LIMITFD,Inc. dba/BOLT Document Management 127 S. Rowland St Cassopolis, MI 49031 I Name / Address I Accounts Payable City of South Bend 227 W. Jefferson Blvd 12th Floor County -City Building South Bend, IN 46601 Quote Date Estimate # 8/27/2018 440 Project Item Description 4ty Cost Total Bureau Scan... Scan oversize drawing & blueprints includes simple indexing of each drawing or blueprint. BOLT will scan quantity up to $6000.00. 3,000 2.50 7,500.00 Subtotal $7,500.00 Saps Tax (0.0%) $0.00 Total $7,500.00 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUE'ST FORM Date Auqust 15, 2018 I Department Community Name Elicia Feasel Investment BP W Date, Phone Extension 7672 Required Prior to Submittal to Board Legal Attorney Name Aladean DeRose Controller review is required for all Contracts $5,000.00 or more Controller and greater than one year in length per the City Purchasing Policy EMEMMIUFI-1] Check the Appropriate Item -1 ype — Hequired tor. All �5ubmissjons F-1 Agreement E] Contract F1 Proposal E]Addendum 0 Professional Services El Amendment F] BidOpening El Bid Award El Req. to Advertise El Title Sheet [J Quote Opening! n Quote Award n Chg Order No. F-1 C/O & PCA No. El PCA El Ease./Encroach. ❑ Traffic Control F-1 Resolution n Other: El Claim Company or Vendor Name New Vendor A5170-1 WITITA 0.1 0111)6�1� Project Name Project Number Funding Source Account No. Amount Terms of Contract Purpose/Description Required Information BOLT LIMITED, Inc. (preferred vendor for specialized services) El Yes ❑ If Yes, Approved by Purchasing No MBE Completed E-Verify Form Attached El Yes WBE ❑ No Historic Preservation Digitization of Records n/a DC1 Admin 211-1001-460-3106 $20,000 See attached Scan Historic Preservation records including Local Landmark and Historic District files, meeting minutes binders, 1932 Assessor Cards, Survey cards, and -Demolished files. Index into folders for For Change Orders Only Amount of F-1 increase, $ [:] Decrease $ Previous Amount $ Current Percent of Change: New Amount Total Percent of Change: Time Extension: Copy Original M F] F] F-1 11 El Dispersal After Approval Judy (Love, Community Investment