HomeMy WebLinkAboutContract #: 1467 - From: 09-23-2021 To: 03-31-2022 - Access Information Management Corp - School �y �i,vziuyu iu.r-uavr-f 4b-y)Ubb-4bt5b-ttbttA-1854B925EA60
TOWN OF NORTH ANDOVER
STANDARD SHORT FORM CONTRACT DOCUMENT
CONTRACT NO: 1190
Contractor Legal Name: Town Department Name:
Access Information Management North Andover Public Schools
Corporation ("Access")
Contractor Address: Mailing Address:
Brad Walker 566 Main Street
500 Unicorn Park North Andover, MA 01845
Woburn,MA 01801
Contractor Vendor ID: Rate(if applicable):
24171 Not to exceed $20,000
Contract start date: Contract End Date:
Upon final signature of contract but no March 31, 2022
later than September 30, 2021
Description of Scope(Attach support documentation)See attached
statement of work(signed September 8,2021)and pricing quote
Contract Signatures:
Approved as to the availability of ALL REQUIRED DOCUMENTS AGREES TO PROVIDE THE
appropriations ATTACHED GOODS OR SERVICES AS
INDICATED IN ACCORDANCE
In the amount of WITH THESE CONTRACT
DOCUMENTS AS DEFINED IN
THE NORTH ANDOVER
STANDARD CONTRACT
GENERAL CONDITIONS AS
Fi ce Directo Department Head: ATTACHED
Contractor:
kc
Signatu mature 000usigned by:
Name: Name: ��' �""'2 -7
� 071905F0035049D... _ n g t r�/
Date: Date: Signature
2 Title: Area vice President
Date: 9/22/2021
_._..... .............. ....._.. ._
S o Superintendent Town Counsel: E C3, ""I VE
_ signature Aignature (( '( ()u , �,Kw
Name: 61 Name: .. -....Wv
Date: Date:
uocuoign Lnveiope IU:LUJUtt46-90B6-4588-B5BA-1854B925EA60
TOWN OF NORTH ANDOVER
STANDARD CONTRACT GENERAL CONDITIONS'
Article I.Definition of Terms:The following terms in these Contract Documents shall be construed as follows:
1."Town"shall mean the North Andover Public Schools of the Town of North over,Massachusetts.
2. "Contract, Agreement, and Contract Documents" shall include the Town's Standard Contract General
Conditions, the Invitation for Bids, Requests for Proposals or other solicitations, the contractors response
including Contract Certifications and Applications excluding any language stricken by the To as unacceptable
and
including any negotiated statements of work contemplated by the solicitation ("SOW"), Technical Proposals,
Contractor's Price Proposals, Performance Bonds, which documents are incorporated herein by reference. Any
conflict between the Town's standard contract general conditions and the Contractor's bid proposal or any other
submission will be resolved in favor of the Town's standard contract general conditions which shall preempt all
other submittals.
3. "Contractor" shall mean the individual, partnership, corporation or other entity to which this
Contract is awarded.
Article 11. Performance* The Contractor shall provide the services to undertake and perform all appropriate tasks
described in the Contract Documents. The Contractor shall upon written request remove from Town premises or
work sites and replace all individuals in the Contractor's employ whom the Town determines to be disorderly,
careless or incompetent or to be employed in violation of the terms of this Contract. Performance under this
contract shall include services rendered, obligations due to and costs incurred by the Contractor, deliverables
proven and accepted by the Town.The Town shall have a reasonable opportunity to inspect all goods and delivers,
services performed by and work product of the Contractor and accept or reject such goods,deliverable,services or
work product.
Article 111. Time of Performance:. The Contractor shall commence work on or around September 30,2021,or
upon full execution of this Agreement. If the Contractor fails to return communications or stops work altogether
without due cause, and does not notify the Town of such due cause, the To may give notice in writing to
proceed with the work or to carry on more speedily.Ten(10)days after presentation of the notice,if the Contractor
has not provided a confirmation of the work proceeding the Contractor shall be considered in default in the
performance of the Contract.This Agreement may be extended or renewed upon agreement of the parties and only
upon execution of written agreement signed by both parties.
Article IV. Revisions in the Work to be Performed: If the Town requires revisions or other changes to be made in
the scope or character of the work to be performed, the Town will promptly notify Contractor.For any changes to
the scope of work, the Contractor shall notify the Town of associated costs in writing. The Contractor shall make
the necessary changes only upon receipt of a written acceptance of the costs and a written request from Town. The
Contractor shall not be compensated for any services involved in preparing changes that are required for additional
work that should have been anticipated by Contractor in preparation of the Request for Quote as provided by the
To in the scope attached hereto as Appendix C.
Article V. Payment for Services: The Town shall make payment to the Contractor as set forth in the
corresponding SOW.
Article VI. Ownership and Confidentiality of Material, Work Products: All information, data, reports,
studies, designs, drawings, specifications, materials, computer programs, documents, models, inventions,
equipment, and any other documentation, product of tangible materials to the extent authored or prepared pursuant
to this Contract (collectively, the "Materials"), shall be the property of the Town. All Contractor proprietary rights
shall be detailed in the Contract Documents. At the completion or termination of this Contract copies of all original
Materials shall be promptly turned over to the Town. Once the To has paid for a particular Material,ownership
vests in To and the Contractor must provide such Materials to Town within ten(10)business days of the Town's
request for the same without cost to the Town. The Town may use the Materials with respect to construction,
maintenance, repair, alteration, expansion, modification and reconstruction of the Project at any time and from time
to time. The Town may use the Materials produced, generated or compiled by the Contractor for another project,
provided the Contractor shall not be responsible for changes made to the drawings,plans,or specifications without
the Contractor's authorization, nor for the Town's use of the drawings, plans or specifications on another project.
The Town agrees,to the extent permitted by law,to hold the Contractor harmless from any claims,losses arising out
uocubign tznvelope W:I=L)3DE746-90B6-4588-B5BA-1854B925EA60
of any use or changes to the Materials by the Town or its representatives during any other construction not a part of
this contract. The Contractor shall not use such materials for any purposes other than the purpose of this Contract'
without prior written consent of the Town.
Article VII. Release of Town: The Contractor agrees that acceptance of what the parties determine to be as the
final payment for final services under this Agreement shall be deemed to release of the To forever from all
claims, demands, and liabilities arising from,out of,or in any way connected with this Agreement.The Contractor
shall execute a release if asked to by the Town.
Article VIII. Indemnification: The Contractor shall indemnify,defend and hold harmless the Town and all of their
officers, agents and employees, with counsel acceptable to the Town, from all suits, claims, demands, losses and
liabilities brought against them or based upon or arising out of any act or omission of the Contractor, its agents,
officers, employees, or subcontractors in any way connected to this Agreement. The Contractor agrees that it shall
be solely responsible for the conduct, health, and safety of its employees during the term of this contract and shall
hold the To harmless for any injuries,damages or losses incurred by its employees while working on this project.
The Contractor's agreement to indemnify the Town shall not be deemed to be released,waived or modified in any
respect by reason of any surety or insurance provided by the Contractor under the Agreement.
Article IX.Limit of Liability.
Contractor and Contractor's AFFILIATES WILL NOT IN ANY EVENT BE LIABLE TO The Town FOR ANY
INDIRECT, SPECIAL, INCIDENTAL, EXEMPLARY, CONSEQUENTIAL OR PUNITIVE DAMAGES
(INCLUDING, WITHOUT LIMITATION, LOST PROFITS) RELATED TO THIS AGREEMENT OR ARISING
FROM THE SERVICES.
Article IX. Insurance: The Contractor shall secure and maintain insurance adequate to meet its obligations
hereunder and shall provide the Town with certification of such.The Contractor shall at its own expense maintain
motor vehicle liability insurance policies, workers compensation, and general liability coverage.For Contracts for
professional services, the Contractor shall carry professional liability or Errors and Omissions liability insurance
with a minimum limit of$1,000,000.00 per occurrence,$2,000,000.00 aggregate with a maximum deductible of
$25,000.00.
Article X. Assignment: The Contractor shall not assign, transfer, delegate or subcontract any interest in this
Agreement without the prior written consent of the Town,which shall not be unreasonably withheld.
Article XI. Relationship with the Town: All services to be performed under the terms of this contract will be
rendered by the Contractor as an independent Contractor.None of the terms of this contract shall create a principle-
agent, master-servant oremployer-employee relationship between the To and the Contractor. The Contractor
shall have no capacity to bind the Town in any contract nor to incur liability on the part of the To and if the
Contractor employs or proposes to employ any person during the term of this contract,the employment or proposal
shall not obligate the To in any manner to any such employee.
Article XII. Compliance with Laws and Contractors Responsibilities: The Contractor certifies that it and its
subcontractors has complied with all applicable laws and is eligible to work in the Commonwealth of
Massachusetts and that it is in compliance with Federal and State Tax laws. The Contractor shall not discriminate
against any employee, or applicant for employment because of race,age,color,religious creed sexual orientation or
identification, handicap, ancestry, sex or national origin. The Contactor will in all solicitations or advertisement
form employees placed by or on behalf of the contractor, state that all qualified applicants will receive equal
consideration for employment without regard to race,age,color,religious creed,sexual orientation or identification,
handicap, ancestry sex or national origin. If applicable, as determined by the Massachusetts Department of Labor
Standards, the Contractor shall comply with the Massachusetts Prevailing Wage an shall cause its subcontractors to
comply with M.G.L. c. 149, s. 27B, which requires that a true and accurate record be kept of all person employed
on a project for which the prevailing wage rates are requires.The Contractor shall and shall cause its subcontractors
to submit weekly copies or their weekly payroll records to the City,the extent the Prevailing Wage is applicable.If
an employer, the Contractor certifies compliance with applicable state and federal employment laws and
regulations, including but not limited to minimum wages and prevailing wages programs and payments,
unemployment insurance and contributions, workers compensation and insurance, child labor laws, human
trafficking, fair labor practices,civil rights laws,non-discrimination laws and any and all other applicable laws.The
Contractor agrees to be responsible for and warranty the work of its subcontractors listed in the Contract
' " These Standard Contract General Conditions apply to contracts procured pursuant to M.G.L.c.30B or for
exempt good and services,
uocuNgn tnvelope ID:F-D3DE746-90B6-4588-B5BA-1854B925EA60
Documents and to ensure their compliance with all applicable legal, quality and performance requirements of the
Contract Documents. The Contractor may not use subcontractors not named in the Contract Documents without the
prior written consent of Town, which will not unreasonably be withheld.The Contractor agrees to pay all debts for
labor and/or services and materials contracted by it, if any, and for the rental of any office space, equipment or
machinery hired by it, if any, for and on account for the services to be performed hereunder. The Contractor shall
not take any action that causes any public official to be in violation of the State Ethics Law,M.G.L.c.268A.The
Contractor certifies that it and its subcontractors are not currently debarred or suspended by the U.S.governinent,
the Commonwealth or any of its subdivisions,and that it nor any of its subcontractors have been subject to a federal
or state criminal or civil judgement, administrative citation, order for violation of M.G.L.c. 149,s. 151 or the Fair
Labor Standards Act within three years prior to the date of the contract. The Contractor certifies that it has not
declared bankruptcy.
Article X111. Severahilitye In the event any provision of this Agreement is found by a court of appropriate
jurisdiction to be unlawful or invalid, the remainder of the Agreement shall remain and continue in full force and
effect.
Article XIV.Termination of Agreement: The Town may terminate this Agreement upon immediate written notice
should the Contractor fail to perform substantially in accordance with the terms of the Agreement with no fault
attributable to the other. In the event of a failure to materially perform by the Contractor the notice of such
breach shall be accompanied by the nature of the failure, and the Town shall set a date at least 10 days later by
which Contractor shall cure the failure. If the Contractor fails to cure within the time as may be required by the
notice, the To may at its option, terminate the Agreement. The Town may terminate this agreement without
cause at any time, effective seven days beyond a termination date stated in a written notice of termination.In the
event of termination, the Contractor shall be compensated for work product and services performed prior to the
to of termination. In no event shall the Contractor be entitled payment for any services performed after the
effective date of termination,and under no circumstances shall the total price exceed the contract price.
Article XV. Governing Law and Jurisdiction: This Agreement shall be governed by the laws of the
Commonwealth of Massachusetts. Any actions arising out of this contract shall be brought in a state or federal court
in the County of Essex,Commonwealth of Massachusetts,which shall have exclusive jurisdiction thereof.
Akcce-s"s,
Itifitttrf;!lhilt t"il 2uYct9. Confidential Information of ACCESS
Statement of Work
'Prnpr&D®ry•:\otlte:lAir DMrrKenD afxor!dD eanfulrn!!ul inrnrrr.`aYrLen o/ACY'ESi u+Yf DYbjtrB w P![<�lrnliuliPy arrm8 r�fAe®pplieuFlC stniret agrctarM brMeera.$('CESI'
Pad CLIENT.IfItM BN9'kef ggree-1 d",Y0/c-i—lute-Videulfalip'le—,brn.'eeY dCCFSS awl CUEAT,1A-C1JE.VT qg—M..i wk Iril Dmf—dw Of—,I M
c-Odra•-CLIENT DA.Y only Drpndw•r M eahe-ife J 0..rhif ewterz l of YYvk to A—CLIENT rep—talk's di,'Ily Dryatmible Jor in-dn dna• .J s'h.x fit N
�AiDrdef urd.w,ae iID eory(LkYaiul—we.
1. OVERVIEW
This SOW describes in detail the Conversion Services and other related services to be performed by ACCESS far CLIENT(collectively
the"Project").
SOLUTION SUMMARY
Access will transport and enrage approximately 86 boxes,containing approximately 1900 active and inactive files with
190,000 pages and 218,500 images with duplex. All boxes will be stored for 60 days while images are reviewed and then
destroyed by certified shredding.Anew account will be used for the conversion project. We will capture last name,first
name and 4 digit employee id from each file and scat approximately I00 pages per file.Boxes will he picked up at 566
Main Street North Andover,MA,
IL CONTACT INFORMATION CLIENT
Primao ContacNfaal:
Name:Greg Landry
Phone:978-794-1503 x41274
Email:landryg@northandaverpublicschants.com
Address:
566 Main Street North Andover,MA.
Invoicin¢Contact:
to Invoice via email ❑Invoice via(nail
Name:Greg Landry
Phone:978-794-13 x41274
Email:tandryg&iortliandoverpublicicttoolscane
Address:
566 Main Street North Andover,MA.
•AueharieedwadJ'dektdanwnd AuthaiaelUunul fwhalsoe'ein the CLIFATContact Nrf uti—CLIENT is fullyuspritibleforuplatingandkeeping"AiihxiDed UKff
oureteit To the ACCESS lr
••(Mly then Wisid.4 are auahwired w rayuest—ic.Im.ACCESS.
Acce,3's
Inhalwilitto flowtoL,1041, Confidential Information of ACCESS
ACCESS
h9latAhmant
Name: Caegmy Poullaed
Phone: 832-729-6712
E.H: gregory.poulardCaccessoorp.com
&ftkLMKkLLQ&--LUUM.".
Nanw.Warren Bacon
Ptww.97949(1-4001
EMAM CMM,JAj
Nam:Brad Walker
Phone.978,399.5002
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Ill. PROJECT SCOPE AND DELIVERARLES
1. IN-SCOPE SERVICES
Convenlon:Convert from I(paper)to electronic certain CLIENT Itecards as estimawd hercia.ACCESS will provide the
kdrualogy sad labor to xuccossifblly achtwe this abjwAm An'%nage is am We of a shed of pap=A"page is a sloglo shod at
pq3er.Any amount 15%over or under the olimmied number of intages or POSCS in the table behm Moll require a cluutSe request WA)jm
to Apperulix 3,Change Request Procedure a ad stay be subject to requote,ofrates I a difterem tier 01'pricing.
The,table below 6 The estimated number ofluips andlor images,which are coneitfered in-uq)e.of1his SOW.
ESTIMATED VOLUNMS—Conversion Services
'N'"aflur of files to Image 1900
Nomberarpages
ESTIMATED VOLUXIFS—Setmre Destruction(Post Imaging)
................ ——-------
Nambtretbawes86 boxes lit convmian to be destroyed after 60 days
Acce-30
Nit ulwtihw llfsoeoctL Confidential Inforintalion ofACCESS
L DELIVERABLFS
2.1 ACCESS DELIVERABLES
The dchvesablej to be produced by ACCESS in-mitre at Innher described below with the services above("Defiverattles")are
as follows(check those that apply):
Provide empty boxes W CLIENT to place Records in prior to pick-ols.
CLIENT to track hard copy Records in boxes provided by ACCESS or supplied by CLIENT.
Transport all hanicapy Records to be serviced undcr the Pmject fivou CLIENT's locatior4s)stated berein,to
the ACCESS fitaft stated bacin.
PICK UP:-ACCESSAill pick up boxes In I trip liom CLIFN I's loco tnaa(s)for On$6 boxes to be imaged.Boi bate ades
Mil be added to each carton prior to transport to estahlish chaN-of-custody at 4b*CLILVI'll alto.
Intake kardoopy Records to be serviced undcr the Project finan CLIENT's hacatWs)Maled herein,to doe
ACCESS facility stated herein.
Validate reccipt of all lunticapy Records received under the Projcct,
Preface W scan all hardcopy Records received herein,to intage(i.e,electronic Rccoeds$
............
Index such isnages;per defined CI.IMr requinaucnts.
......................... ............
Provide a quality assurance check to ensure linage and index accuracy ofetestroole Records.
Docusuent reassembly of hardoopy,Records received under the Protect.
rkliver harvicapy CLIENT Records smiced under the Project front the ACCESS facility stated hereto to the
CLIENT's lanattion(s)stated berth.
...........
Make hsrdct,4ry CLI ENT Recants serviced urnk F dre Pnject avagable for pickup by CLIENT.
Destroy I CLIENT Records serviced under dw Pm*4(Requires CLIENT Authorization within 60
days offtital delivery).
Sim ha Cl J UNT Records serviced trader the Project in aectidept defined
....................
Deliver im"es to CLIENT as stancliable PDFs named by Ust Flame,First Mass and tart ployet ID.found on
each rile.PDF%wilt be delivered by batch with a defirnited text file,in a nurhad IBIX
-am=
Access
lilt;hilettioll(1fowle.d. Confidential Information ofACCESS
2.2 CLIENT DELIVERABLES
fore the solution Wilk be IrW
Ouse build is complita,CLIENT will atictul training and sip off that all fetinneunclus;have been fulfilled
subject to Soctlein VI belm.
In the event Ow additional requirements we discovered during the above process,a change order will be created and approved by
CLIENT.
3. SOW IN-SCOPE SERVICES LOCATION(S)
The services to be perfunned under the Project shall take place at*a locations bulicaled below,and such locations shall be
considered in-scope of thus SOW.
Access lAcathin(s) Chiral Locallon(s)
Access Danvers,MA 566 Main Street North Andover,MA,
249 North SOW
Danvers,MA OR923
.................. ...................... .........
4" OUT OFSCOPE
Any and all services or Ddiversbes not explicitly described in this Section III vvill be considered ow-of-scope of this SOW.
ACCESS shall have no responsibility or liability for such out-af-svope services or Delivembles,
IV. CLIENT RECORDS PACKING,TRANSPORTATION INTAKE,AND TIMELINE
1. PACKING HAUDCOPY RECORDS
Client will pack files in 9.2 cu R cartons.
L TRANSPORTATION INTAKE AND TIMELINE
W#Wn ten(10)business days after execution of this SO%if not set forth above,Parties shall inutually agree to schedule and
fronsportadmi intake datc(s).
If hiftial schedule or transtionatkin intake datc(s)change,Panics shall work in good faith to rivatually agree on now schedule and
transportation intake ditc(s).and Anther agree to exteINI overall pra*t fimcfioc.Such clusiges shall lick documented through Ow
Change Request Procedure described in Appendix 3.
V. CONVERSION SERVICES SCREDULE
Shaba not to the execution rifthis SOW.and"AC receiving CLIENVithardinspy Records usiderdwPocSect,a0earver"
Services Rinstime and schedule will be mutually agreed upon by ACCESS mitt]CLIENT in writing anti marl;part of s(Ply,
Vt. CONVERSION SERVICES PILOT
The Conversion Services timeline and schedule slutil include an fititial conversion of pre-detianihmed nannicrol'CLIENT boxes of
Records,%bich shall include CLIENT docunmits,into in es(`'Conversion Pilot"). CLIENT shall have a ina-drount of five busi-
ness days fromi Go delivery of Conversion Pilot finalles to eftber wceA by Ophig The Access Conversion PilistAppriwal Form
IfConversion Pilot images sue Kiected,ACCESS&hall redo the Conversion
Pilot and the ante tKocess shall be followed as contained liciefti.Notwilhsniad4 flise foregoing,UCULNT does rat otherwise ac-
cept or reject the images within live business days,the Convenion Pilot bri ages shall love beein deemed accepted.Upon acceptance
of the Conversion Pilot images,ACCESS shall thereafter complete the Project.
VH. PREPARATION OF IIARDCOPY RECORDS
1. Subject to ACCESS"pricing,met by mad Ing below,ACCESS will perleam the following preparation responsibilities under the
Protles,
ACCESS will prepare harlicopy Records to a waniter-teady atme by removing bindings(i.e.folders,maples,and palierclips)and
finucablit bear Centers.
ACCESS will hrwn baccodcd separatorsheols in curate document separation during the capture of the hadcapy Records.
Acce--30,
Caatittanatlitrott VfloeolA Confidential Information ofACCESS
Claim one:
File Level barcoded separator streets
0 Standard batteries!separator sheets
ElIntelligent baroaded seprasilor streets(File classification)
1:1 Document Level brocaded separator sheets
ElStandard borcoded scparator shects
Ellraelfiagarl Wrangled separator sheets(Document classification)
ACCESS shall gnakL the follcaving atineir gvprrint Repair as ticedisit for a legible am.
2. Prepaislion ofliardeopy Morris will occur during the convention(scamung)process air a pagc•by-prage basis.This mitmust pro-
cess is to costive accuracy and tire proper handling and care ofAcconic
a. Based on CLIENT retplivarents,ACCESS eMignates production dreliggiriam in document preparation am be lierformed
at an estimated 950 pages per home,If there is a material variance in actual production peNfrignionce to estimate,ACCESS
will pursue achange order to imiediale.
3. H'CLIENTpreparcs its own Records serviced tuater ilia Pro*%sH papind Records must be in a form wictilitable to ACCESS.
%1M.SCANNING RVIJUIRENIENTS FOR RECORDS CONVERl-ED INTO IMAGES
Below age tire agreed upon scanning requirements under this Project:
DPI:31am
Color mode.Records are scanned in black and while by defigrall.Color or grayscale scanning is subject to additional fgriehig.
Page Sizes of CLIENT Records:
...............--..................................
US Letter(9%x 11)
............
US IVpl(I I X 17)
........... ........... ........................................................
Other
.....................
B a cludde%Estimate-.15*-Pars to be scanned in duplarr mode with blank backside dropout.
Other Requirtsocals.
......................................
Other
IX ELECTRONIC INIAGE RETENTION OF CO,`VEWED lIARDCOPV RECORDS
I ludcopy,Records converted into ion"(i.e.ekdronic Records)will be tempoisaily placed in ACCESS'image capture system
The conversion of Recards and the retention of hinigics on die ICS is cerropleted in batches determined by ACCESS(each a
"Batch of electronic Records'),All images and associated data front each Batch of electronic Records will be held an die ICS for a
period of'sixty(30)days train its initial upload by ACCESS.Thercallgen all images and associated data in an uploaded Batch ofelet-
Ironic Record&will be Purged Insist the ICS and will no iomtcr be available in any format of than Ow agreed upon largest to he
delivered under the project(Purge),
CLIENT will have sixty(30)days from the date ofth,initial upload of Batch ofelocuunic,Records to review them for defects.If
CLIMI'does not object in writing to such upload w4hin the daneffirme,then the Batch ofelectronic Records will be deenagal acocrinat
by CLIENT.li'defects are discovered by CLIENT after the Purge,the cost ofany rework is tire we responsibility orci,iiW.
Acce'ss-',
IsAulwiliou llfsoe'ovil. Confidimlial Information ofACCESS
X. INDEXING
ACCESS will Capture or create the following hulem values from the Records converted into images Noukr the Projecu
fault%FlWd—N;M-- dbk
Alpha Manual
Halt Nara. --A-1ptra Manual
--FM—pj0)7_—id(4 dieitl NdranerrSc Manual
................
Its capture method is stated as"numical",ACCESS will calitture only the value present an a page. li's page is nossing the value or the
volue is otherwise flkipbla,ilienAOCESSwill leave she value blank value a definith value is defined by,MEW
Indexing and Quality Control Services Wray®be performed by Access subsidiaries eardJor affillates within The United Starts only.
XL FINALIZATION OFTHE CONVERSION SERVICES
1. Output to Secure FTP TBD upon completion of the Conversion Services
Upon counpletion of the Conversion Services,ionges will be delivered to CLIENT via SFTP TBD or by CLIENT preferred
method.This delivery will constitute a final transfer of the in of ousialty of CLIENT's electronic Records rwin ACCESS No
CLIENT.
2, Data Delivery Vaccine Options
ACCESS will cc dies follorwin di hal out rut to deliver to CLIENT:
KA Remoned Image Ontpnt
ASCII Test File w/Images Output
-(x(
Document Patient In PDF
........... ............
XTL IIARDCOPY RECORD PICK-UP,DELIVERY,STORAGE,ANIVOR DESTRUCTION AFTER CONVERSION
The following will only apply If checked under Section 111.2.
L Defivtry/Pick-up
Rmfd%delivered along with electronic delivery,prepared by ACCESS for pick up by CLIEINT
I storage
Upon completion and delivery ofdocstonic hualles,all original boxeswill be stored in ACCESS'fitrility,
Destruction
Physical Documents to be held for up to one hundred and ciorly(190)dqs for destruction(ourborizoilan s4nourre to Alricroy
nrqffftwo.
MIL ]FINAL DOCUMENT DISPOSITION
If selected in Sedum 111.2.1 above,filadcopy,Itcoards needs available for pick-op,delivery or stored by ACCESS,will be placed back
in sheir original box without trimlings suicla as staples and paper clips„tiles mill contain ACCESS ptocessing Insert sheets.Havreve4 in
The evelm drat the oriental box is in acondition not odkerwke suitable for storage arothetwise compromise%die integrity of the Rocards
contained drercla,then ACCESS shall re-box such Records m the cost ofthe CLIENT.
XIV.REASSEMBIA'OPTION
The following wM only apply II'Docuratnt reassembly Is chocked under Session 111133.
0 Partial Dc-Prep-I larckopy Records made available for pick-up,delivery or stored by ACCESS,will be re-assembled by AC-
CESS by returning the ltewWs to their original box and folders(ifrio foldcri,IWn only to their original box)aid with document
separators removed. No birdialls such as"Ics and paper shin will he reinserted. However,in the event that the original box is
Ina condition w odnM%e suitable for storage or otherwise compromises the integrity of Ow Records coolahted Itacmin,dum
ACCESS shall re-box sucl%Records at the cost of the CLIENT
Acce-s"s
1111timamoR NolMed, Confidential Information ofAC.Cr.SS
0 Fall Do-Pap-flar-doopy Records rude available for pick-up,delivery or stored by ACCESS,will be reassembled by ACCESS
in the ntalincr Focci vcd from CLIENT with bindings such as staples and paper clips,and with document separators removed.There-
rrfier,the Records will be returned to their original box and folders(if no folders,then only to their original box).I tonever,in the
event that the original box is in a condition not otherwisestritible for storage or otherwisecompromisci the integrity orthe Records
contained therein,then ACCESS shall re-box such Records at the cost ofthe CLIENT.
- Otherwise(if unchecked above)-
liardeopy Records made available for pick-up,defivery or stored by ACCESS,will be placed back in their original be,%without bind-
ings such as staples and paper clips;files will contain ACCOS processing insert shocts,
XV.MISCELLANEOUSTERMS
1, ASSVAIIIIFIONS AND REQVIREMENTS
Assumptions
A,.Any chateges or modifications to this SOW,including the scope author Deliverables subsequent toomcculion ofibis.SOW will
barnade in accordance with Appendix 3-Citange Retiaten procedure.Any qrood upon chauges may result in adjustments in the
scheduics or tundines,costs and pricing,at other tones contained in the SOW.
E. CLIENT will provide ACC rSS all roassoudity requested information in order for ACCESS to perform the services in convoc-
lion VM the pasJect,
lRequIrmeals
ACCESS and CIMHUrrill ntake reasonable afrods,to oted the agreed upois timeline anithrr schodate contained heroin,howiret,
our deviation fient tire floweline oreter schedult will be considered wi-soope ortias SOW.Any 4aintions beyond that roust fallow
she requirements in Appendix 3-Change Request Procedure.
2, PAYMENTURMS AND CONDITIONS
Pricing.All services sett in this SOW are willect to ACCESS'pricing contained in CLIENT's Price Schedule.The Price
Schedule is based on the estimated volumes act leads in Section Ill.!abovc If pricing fora service in this SOW is net otherwise
contained in the CLIENT's Price Schedule,then the pricing for such service is subject to ACCESS'then current rates unless
otherwin agrect!Upon.
Currency and Tax.Pricing is quoted in US dollars,and is exclusive of any and all Raise&
Business Hours.Tire,services described in this SOW shall be provided during Pound business hours(8:30ain to 5I)m in die time
z4re of she ACCESS pcssmmel�If CLIENT requests services outside die usual business hours,a prenshun of I,Sx is applied to
Rho cases.
InvoleNg and payment Terms.Unless specific instructions we provided herein,and strictly relathag to payment undew this SOW,
invoicing and payirtent teems are as specified in the Agreement between ACCESS and CLIENT.
Pricing Schedule.
(W*-IW%Mina, inct FIR* toots L" TOW
asset" QW001
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Mulwa, 441414ic Me "01*400
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Inhinwinnort 111wevio-A. Confirlasti3l information ofACCESS
APPENDIX!
STANDARD QUAIATY CONTROL
The following Quality CAtintrol proceduresitmaresses associated to ibis poriled are defincil,but not limired to the details below:
IMMM"Al hr-CLA-Matt-oft
A review and removal of all existing bindings arNJ ensuing that pages aye In the Properoderrialial for a legible scAnnedi"rage.
The proper insesfies or new file level ordocuincrit level document bw-coded separaton.
Idenfificadonofspecific def"injiby*al paiscrecisditims,such u team counersroles,tears,etc,yrinchem affect the efficieneymul quality
of the i"vi produced at the scanner.
Boxes am never split as shared and an operator weeks an more than one box at a time.
PMA 41 emn-I LC-M Dn"ftfil
No Wait se"amw Scim opiamors"age Ma effirindy sized Mack aildocuiricuts and insianilly Waide die Iftics k1woulib dig watimset,jw1biardsig
Capture ley Atoll,feet,and*MAW.
An on-se im into valkisfimi during capture is lictfurated by viewing an hriato moifikrr°
Mw scarnei(Is aware)isfifizes Optical Density Checking of every page in order to validate a single-palle feed-,additionally,the scanners
perform a level ofauto aaWyaastmnemts tot da-skewinS,de-speckle,blank page eta asset„anchor auto-covilt.
MMUU-RAO-iu
Human ludex operators wat mannially key firear the images the miles fields detailed in this SOW.
Human Index operators will perform fisdoxing of documents elther from the images or via physical files loading a manifest to output to
bancodes which will be lumud during dricustiont jrmpxratiion�
at If inanifeirt is creted and the fades barooded,an automated barcede read will take the place indes operatorL
PAC-UMCIL(J'AltdOtIM
Human QC almolurs review re its derived from automated process throughout die capture plaidbam,
I harnan QC operators review statistically valid samlites of all captured,knages and data for accuracy and quality.
as Sample size is adjusted based on initial QC results.
Wherefif applicable,re-scan and oe-QC steps am trerfranted pricer to submissnan of tire batch,for finalization,
ElftaRaatfaa
Human finalization opirmwes vefidatte the metadaim and images,using the established data export NquirtmenIs and slairdards.
an Validation ofin&-x fields and image Isobstera.
* Tmcking of batch cmVieflatt crud oultisa against original box-
* Validation that,all nadmilais and loops overacmded correedy to the SFTP site anditar mcilla fordallvarry.
Acce—s"s-,
Ittl+nrattt!it�t "Rarla�a °t�. Confidential InformationoFACCESS
APPENDIX2
RECORDS DIANAGErVENT REQUESTS DURINGTHECONVE ION SERVICES
IfCLIENT asticipares®necessity to request Records while such Records aft being serviced by ACCESS under this SOW,CLIENT shall follow
the procedures set forth in this Appendix 2.
Standard Requests—For stonlard retrieval requtst during the Pvqjccl,CLl "f swu dace order through the ACCESS Market LeAder(contact
inf }CLMNTreqaW for standard mullml will be subjecti Io ESS'then standard deli .
Acce-'S's,
lithwiltvithw 11twe'elell, Confidential hill on orACCESS
APPENDIX 3
CHANGE REQUEs'r PROCEDURF
'Who process below will be roll owed if a change to this UM is requited:
A(liange Uder("("()"),wil I be lite weluch:for communicating chimite,The CO must describe the change,the rationale for the chwWe,and the
hupaet lite change Will have on the p*w,
The designated 1`4�cct Manager of like roquesting party(ACCE'SS at CLIENT)will review die pi sod diange tind,determine whether to substirt
the request to die other l"y,
A written CO mum be signed by both Parties to trufliarize implememation of the cleatiltes,
Sevevid,assumptions have been oil&tegar"S did:nature ofthe services sad Delivitables,which we incorporated Into dur pricing line flenas slid
unit multipliers described in the Iltice Schedule, Throughout die operational process descriptions witinn this SOW,additional assiandilions(or
clarifications;of those already esudifished)rnay be listed within the applicable operational process sections,
Changes to Oicie assamlifiam could ailed unit prices,and could have an impact an dw dirmilthpua races or units encountered(and therefore,the
actual extended costs invoiced)ror each task perfolindred as pad of the,services.In all cases,invatchidid for all casks performed will be based an
actual units encountered during dw,cony erskm Significant variances to these amuditilAkarts will be addressed as and wlica encountered,Aa a CO.
This 00 may result In revisions to porrJeck schedule,scope,budget pliscestard.ads"dordit,Deliverables,astallor unit jaicial.
Analysis and approval ofiaraltissed pnocess oW method modifications;under this Change Requou Procedure,together wilh any resulting imple-
mentation ofniodificalions so proposed and approved will be performed by expedericed and sudworized team members from both ACCESS and
CUFNT to the mutual agiveminn of both Partim in wrhin&
Acce-s"s
lt2lsnar,t63ta4t C"pert atr_"t�• Confidential InformationofACCrSS
ACCESS Conversion Services Change Order
CLIENT Name: Project Description:
Recelwed byi ACCESS Project Mauagera
Docunrertt Date: CO Number:
Change Topics:
Situations said Proposed Solutions:
d Start Date:
MaMlIflog0tougot ACCESS will ieeooice for the described changes„as follows:
(a)
(b)
E"S• ®Accepted CI 0 Accepted 0 Mected
W ACCESS Authorized Signature: CLIENT Authorized Signature:
Printed Dames Painted Nam:
Painted Tftlo: Painted 7ltla
Date: Date:
Acce's's
11V$i"1wui0o I Twos cled. Confidential Infatinafion of ACCESS
APPENDIX
Conversion Pilot Approval Form
This document will be used to certify CLIENT's acceptance ofACCESS'training,instructions],and/or reference
materials as suitable,correct,and accurate in describing the baseline processes and instructions to be use in per-
forming document preparation work for the imaging project.
ACCESS and CLIENT agree that 1)the reviewed Conversion Pilot sample comprises an accurate set of examples,
directives,and instructions for the perforritance ofaliplicable work;and 2)understanding of these materials has
been demonstrated by ACCESS by vitum of having assembled,maintained,and finalized the work performed under
the guidance of the letter and spirit of the SOW(or approved modifications or additions thercoo,using both spe-
cific exernples and the general guidelines of document classification,and data capture that those examples repre-
sent.
ACCESS and CLIENT further agree that modifications or additions to the materials will be accompanied by a
Change Order addressing the change(supported by written communication and examples where applicable),which
will be authored,approved,and signed and dated by authorized representatives ofACCESS and CLIENT.
This document is in support of the terms of the applicable and approved SOW and any rclevant approved Change
Orders and/or project clarifications.
....................................... ...........
Me C1,IFNT Noon
Signsit"matc
ated Nam ACCESS Nmne
S�gmatwn . ...................... -5:"A'0-,--
Am#Follow--
Acce's's
inlnit'tt'w.°°lril`'ol1`a"'t u'fic,a1. Confidential btfomiationofACCESS
No revisions or changes maybe included in this SOW.Any and all changes to this SOW must be approved by both Parties.
IN NVITNESS Wiff,REOF,each ofthc Parties has caused this SOW to be executed by its duly authorized representatives as ofthe fast signature
date below.
ACCESS Acroslnfamution htanagcmcnt Cnstxxation CLIENT Tounaf Notch AAr,cr
St.,(Add,,%,: Unlan Dri°$ strsat Address: 566 Main Street North Andover,MA
City,st.l fp ostace, woW.,MA01801 C`Itr,Stata/Pras(n<e, Nodh A.&,v r,MA 01845
71p.+Postal Code: 711plPosta1 Code:
Print Name: Rich Langtry pant,®ma: a
Tillc Area vice President M,..
atgnature: P /� ds„F,f,
Signature:
9/8/2021 n.t.tac+tro»/vvtrq: : '' .: Z,. J
Access
���im ' � Novi
�mi -icing
Based on our current understanding of the [XX] project, Access is pleased to provide the pricing
information below for budgetary pricing purposes. Upon formal ,approval of the project, we
welcome the opportunity to further review the details of the project scope and timeline. Following
that review, we will provide a final proposal for the project.
smug= ME M
Based on 1 document types, 3 Index fields
(address or date)of up to 20 characters
per field.
.075 218,500 $16,387.50
Cost per Image can fluctuate based o
index fields, document types and
preparation work required.
Project Management
Hours for project vary based on duration and timeline of the project 1500
Database Setup—one time fee $1000
Transportation
Access recommends utilization of Access secure transportation services. $136.90
Destruction by certified shred post project $258.00
$19,28Z40
SUPERCENTEF Access would be open to discussing our ability to provide a more competitive
price If we are able to allocate the majority of the project to our super centers,
strategically located In the United States. Our supercenters have a larger
infrastructure designed with large-scale projects like yours In mind.
7 1 Copyright 0 2019 Access-Confidential Access,
I
mw
Xciess,
Current File Situation I North Andover Public
Schools
('document type) Volumes
6 190,000 pages 218,500 images
• Current Situation: As outlined in a review with Greg Landry
• ACCESS Resolution: Access proposes we perform the following services to ensure all physical
ocuments are quickly digitized and available.
• Secure Document Pickup: Access will pickup records from (client), an anticipated (160)
boxes of manilla folders, binders, hanging file folders and redwelds.Access will securely
deliver these records to our Washington, NJ Records Center.
• Document Prep:Access will ready physical documents for scanning. This will include
readying pages for scanning if required and will include standard reviews of pages
addressing any bent, torn or upside-down pages.
• Document Scanning: Access will scan pages at 300 dpi in (b&w, grayscale, color).All
pages which contain text will be captured. Non-text pages will be dropped out and not
billed to the account.
• Document Indexing: Access will index each document as follows:
Last Name. First Name. 4 digit employee id: location on page/document
• PDF Creation: Access will ready each (document type) named by the indexed data
detailed above. (further detail digital delivery: file structure, text searchable, etc)
• sFTP Delivery of PDF: Access will deliver completed batches via sFTP for an authorized
users as outlined by your team to download.
1P Original Document Disposition: Upon digital delivery,Access will securely return
physical documents to the Town of North Andover.,
4 1 Copyright 0 2019 Access-Confidential Ac cess,
�w °'" ScaaIniIIIng
The Access Scanning Advantage
Access is the largest privately held information management provider in the world. We offer the
highest quality service and take great pride in r commitment to exceed the expectations of our
clients every day. There are several key areas, core to our scanning business, that best align with
our current scanning initiative.
m
Access prides itself in delivering high-volume production capture services
with 99.98% accuracy. This process has been validated via Six Sigma
processes.
Access assumes chain of custody of client documents and will follow it
through to an audited process of electronic delivery for client ingestion,
Including secure destruction of the original documents with client
authorization.
Access Imaging Centers utilize Kofax Software as part of their imaging
processing. Kofax is a powerful document capture platform that
productively, consistently and securely processes all types of documents
and information. Kofax integrates critical business rules for information
processing into the capture process, ensuring that each document is
processed correctly.
Access can produce imaging projects at numerous facilities nationwide. We
can utilize our Supercenter locations to complete large back-file conversions
while our Regional facilities complete smaller conversions.Access is flexible
to our clients' needs, and we can take advantage of our footprint to meet our
clients' needs.
Access' Project Management team will work with you, from beginning to
end, to manage the project budget, scope and schedule. Our team, led by
one of best-in-class Project Managers, will facilitate all project processes.
Project Management Services Include weekly project team meetings, written
status reports and dashboards tracking all project milestones and progress.
Access Executive Sponsorship for the project will include, VP Conversion
Service, VP Strategic Business Development, Sales Executive, Operations
Director— Conversion Services and Senior Market Leadership.
1 Copyright 0 2019Access,.Confidential Acce, ss-