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CITYCLERK PROPOSAL I would respectfully request that the CPA funding currently set aside for the City Clerk to purchase additional shelving for the vault ($33,675.00) be recommitted as described below. It has been determined by the Northampton Building Inspector that the floor of the vault will not support the weight of any additional shelving. An email from Anthony Patillo, Building Commissioner for the City of Northampton, is attached to this proposal. The books that were to be placed on the additional shelving are already in the vault; therefore, their weight is not in question. How to store these books as well as make their contents retrievable is the problem faced by the City Clerk. We propose the use of Laserfiche. The City of Northampton already owns the Laserfiche program. Funding is required to scan in the old books. We have procured three price quotes from three different companies to accomplish the scanning project and all three quotes are attached to this package. All three companies were given identical requirements. Once the books are scanned, they can be placed in the archival quality boxes that are also a part of this package. Pricing for these boxes is enclosed as well. These boxes are acid free and safe from humidity and moisture. From date of production forward the City Clerks will scan each vital record into the Laserfiche program as it is created, and store that record in an easily indexed manner. The only future costs involved will be for more boxes as the original boxes are filled. The City Clerks have already th been trained in this system, and as of June 25, 2009, have begun using the Laserfiche program for new records. To do the actual scanning the MIS Department had one older model scanner, out of maintenance, that was provided. To make the program actually work, the City Clerk Department should have two modern scanners, one for scanning Death records, and one for scanning Marriage records. If the system is set up this way, each clerk can have a scanner and there will be no need for setup changes when different types of records need to be scanned. A similar system exists now for dog licenses in GeoTMS – there is a Dog License printer, dedicated to printing only Dog Licenses. General Code has recommended Fijitsu Fi-6240 flatbed scanners. These scanners also have sheet feeder capability and will meet the requirements nicely. For each marriage or death record requested in the City Clerk's office that is not in the Laserfiche program, the City Clerk must locate the original record in its book, and then retype a copy for the requestor. This is time consuming in an office that is down to two people. With the Laserfiche solution the City Clerk will bring the record up on a computer screen and print it. The original record will remain in its box, untouched. The Laserfiche record is secure and only accessible by the City Clerk's office. The storage problem is resolved, and a considerable amount of time for each request will be saved. RECOMMENDATIONS: Of the three proposals, we recommend General Code for the scanning. General Code is the contractor we purchased Laserfiche from, and they have created the system we are moving forward with in the City Clerk’s office for scanning of all vital records.There would be a benefit in selecting General code in that they are already familiar with the hardware and software Northampton owns and is using, and they are also familiar with the process the City Clerk will be using from this date forward. They have dedicated a lot of time to arrive at a solution that works for the City Clerks, to reduce their workload as much as possible using the Laserfiche program. They have been willing to take back certain software products and offer others in an effort to make the products work better for the City of Northampton, at no additional cost to the city. On the other hand, Donnegan Systems is the only one of the three companies that is on Massachusetts Contract and they have come in approximately $7,000.00 lower than anyone else. This means we can purchase directly from Donnegan Systems without going through the three quote requirement. This has been verified by Joe Cook. Of the three proposals, only Donnegan Systems and General Code have actually come to the office and looked at the proposed work. Paper Trace asked several questions over the phone. The method proposed by Paper Trace to do the work actually alarms the MIS Department. The boxes recommended as a substitute for the shelving are archival quality, and also moisture and water resistant. The size of each white coroplast bulk storage carton is 15" x 12" x 10". It is estimated that each box will hold 6 marriage or death vital record books. Size and weight of the existing books varies, so this appears to be a good estimate. Some boxes will hold more, some less. The figures that were given to the three contractors were as follows: Death Records - Bound - 46 Books Death Records - Loose Leaf - Plastic Jackets - 19 Books Marriage Records - Bound - 20 Books Marriage Records - Loose Leaf - Plastic Jackets - 30 Books TOTAL: 115 Books / 6 books per box = 19.1 boxes 20 boxes will cover the immediate, already existing books in the vault. An initial order of 200 boxes will allow for additional preservation of the books stored in the basement of City Hall, as well as several shipments of future books. The company, University Products, The Archival Company, will drop the initial price of $14.26 to $10.76 each for an order of 100 or more boxes. University Products, The Archival Company, is the only company we could locate with this type of storage container. It is also the company that the City Clerk uses for archival quality materials now and in the past. PRICING: Originally scheduled for shelving: $33,675.00 Donnegan Systems Proposal: $11,507.00 University Products Proposed Boxes (200): $ 2,152.00 Additional Scanners for City Clerk Office: ($2,000 ea): $ 4,000.00 REMAINING BALANCE: $16,016.00 Originally scheduled for shelving: $33,675.00 General Code Proposal: $18,739.00 University Products Proposed Boxes (200): $ 2,152.00 Additional Scanners for City Clerk Office: ($2,000 ea): $ 4,000.00 REMAINING BALANCE: $ 8,784.00 Home > Acid-free Archival Storage Boxes and Folders> Document Storage Boxes White Coroplast Bulk Storage Carton Item Number : 225-0771 Unit Price: $14.26 Special Pricing Buy 5 for $14.26 each Buy 25 for $11.77 each Buy 100 for $10.76 each 1 Quantity Bookmark This Page! Refer this page to a friend Detailed Description Constructed from archival grade, high density, chemically inert copolymer plastic, these ready-to-assemble storage cartons ship flat and snap together using no tools or adhesives. Double thick bottom panels provide exceptional strength for letter and legal size documents or folders. Ship and store flat, allowing for economical reuse and lower freight charges. Won't burst on the Mulllen tester. Remarkably durable and resuable. Offers unparallelled water resistance. Price each. HomeAbout UsContact UsOrder StatusRequest CatalogSite Map | | | | | http://www.archivalsuppliers.com/prodinfo.asp?number=225-0771 Donnegan Systems Inc.QUOTE DATE 800-222-6311-phoneMay 18, 2009 QUOTE # 102 Otis Street508-393-5601-faxSD051809 LEAD TIME Northboro MA 01532www.donnegan.com2-3 Weeks QUOTATION CustomeMisc rCity of NorthamptonScanning Quotation NameRep City of NorthamptonStephen Davis AddressTerms Main StreetNet 30 CitNorthamptonStateZipFOB yMA01060 Phone413 587 1234FaxShip Via AttnTag Ruth E. McGrathOffsite Document Scanning DescriptionUnit PriceTOTAL Qt y 13,800Death Records - Bound - 46 Books$ 3,450.000.25 27,6002 Index Fields Per Record - Name, Date$ 1,932.000.07 5,700Death Records - Loose Leaf - Plastic Jackets - 19 Books0.11$ 627.00 11,4002 Index Fields Per Record - Name, Date$ 798.000.07 5,000Marriage Records - Bound - 20 Books0.25$ 1,250.00 150003 Index Fields Per Record - Party A, Party B, Date$ 1,050.000.07 7,500Marriage Records - Loose Leaf - Plastic Jackets - 30 Books$ 825.000.11 22,5003 Index Fields Per Record - Party A, Party B, Date$ 1,575.000.07 MA STATE CONTRACT: OFF07 - SPECIA L Vendor ID: VC6000163876 *Scanning will be performed offsite *Price Includes Pick up and Delivery of Books Subtotal $11,507.00 Name AddressTOTAL $ 11,507.00 CitStateZip y PhoneFax STATE CONTRACT - OFF07 - SPECIAL Attn To Place order, please sign, and fax this page to (508) 393 5601 Attention Stephen Davis Acceptance ìÊÍÌÍÉÛÐÖÍÊ ÷Ð×ÙÈÊÍÎÓÙøÍÙÇÏ×ÎÈéÙÛÎÎÓÎÕé×ÊÆÓÙ×É ùÓÈÃÍÖîÍÊÈÔÛÏÌÈÍÎôÛÏÌÉÔÓÊ×ùÍÇÎÈÃ ïÛÉÉÛÙÔÇÉ×ÈÈÉ ûéûìéÈÛÈ×ùÍÎÈÊÛÙÈóèé ûÌÊÓÐ ìÊ×É×ÎÈ×ØÚÃ éÍÐÇÈÓÍÎÉûÙÙÍÇÎÈ÷Ä×ÙÇÈÓÆ× ô×ÊÚïÃ×ÊÉ ÷ÏÛÓÐÔÏÃ×ÊÉüÕ×Î×ÊÛÐÙÍØ×ÙÍÏ õ×Î×ÊÛÐùÍØ×ùÍÊÌÍÊÛÈ×ô×ÛØËÇÛÊÈ×ÊÉ êÍÙÔ×ÉÈ×Êîã öûä ÅÅÅÕ×Î×ÊÛÐÙÍØ×ÙÍÏ ìÊÍÌÍÉÛÐÖÍÊÈÔ×ùÓÈÃÍÖîÍÊÈÔÛÏÌÈÍÎïÛÉÉÛÙÔÇÉ×ÈÈÉ ùíîè÷îèé ÷ä÷ùçèóæ÷éçïïûêã ìêíò÷ùèø÷ðóæ÷êûúð÷é óîæ÷éèï÷îèûîøø÷èûóðíìèóíîé ûçèôíêóâûèóíîûõê÷÷ï÷îè è÷êïéûîøùíîøóèóíîé ðûé÷êöóùô÷éíöèåûê÷ðóù÷îé÷ûõê÷÷ï÷îè ìÊÍÌÍÉÛÐ éÇÚÏÓÈÈ×ØûÌÊÓÐ ìÊÍÌÍÉÛÐÖÍÊÈÔ×ùÓÈÃÍÖîÍÊÈÔÛÏÌÈÍÎïÛÉÉÛÙÔÇÉ×ÈÈÉ ÷ä÷ùçèóæ÷éçïïûêã ûúíçèõ÷î÷êûðùíø÷ é×ÊÆÓÎÕÈÔ×Î××ØÉÍÖÙÍÏÏÇÎÓÈÓ×ÉÖÍÊÍÆ×ÊÃ×ÛÊÉõ×Î×ÊÛÐùÍØ×ÌÊÍÆÓØ×ÉÛÆÛÊÓ×ÈÃÍÖÌÊÍØÇÙÈÉÛÎØÉ×ÊÆÓÙ×É ÈÍÏÍÊ×ÈÔÛÎ ×ÅÛÉ×Ð×ÙÈÓÍÎÍÖ ÙÇÉÈÍÏ×ÊÈ×ÉÈÓÏÍÎÓÛÐÉÍÎÍÇÊÅ×ÚÉÓÈ×ÅÅÅÕ×Î×ÊÛÐÙÍØ×ÙÍÏ õ×Î×ÊÛÐùÍØ×ÌÊÍÆÓØ×ÉÑÎÍÅÐ×ØÕ×ÛÎØ×ÄÌ×ÊÈÓÉ×ÈÍ×ÏÌÍÅ×ÊÙÇÉÈÍÏ×ÊÉÈÍÓÏÌÊÍÆ×ÉÓÕÎÓÖÓÙÛÎÈÐÃÈÔ× ×ÖÖÓÙÓ×ÎÙÃÌÊÍØÇÙÈÓÆÓÈÃÛÎØËÇÛÐÓÈÃÍÖÈÔ×ÓÊÅÍÊÑíÇÊÓÎØÓÆÓØÇÛÐÐÃÙÊÛÖÈ×ØÉÍÐÇÈÓÍÎÉÍÊÕÛÎÓÂ×ÍÇÊÙÇÉÈÍÏ×ÊÉª ØÍÙÇÏ×ÎÈÉÏÛÑÓÎÕÓÎÖÍÊÏÛÈÓÍÎÏÍÊ×ÛÙÙ×ÉÉÓÚÐ×ÈÍÍÇÊÙÇÉÈÍÏ×ÊÉÛÎØÈÔ×Ì×ÍÌÐ×ÈÔ×ÃÉ×ÊÆ×å×ÚÇÓÐØ ÉÈÊÍÎÕÊ×ÐÛÈÓÍÎÉÔÓÌÉÇÉ×ÈÔ×ÊÓÕÔÈÈ×ÙÔÎÍÐÍÕÃÛÎØØ×ÐÓÕÔÈÍÇÊÙÇÉÈÍÏ×ÊÉÅÓÈÔÌ×ÊÉÍÎÛÐÙÛÊ×ÛÎØÉÇÌ×ÊÓÍÊ ÉÇÌÌÍÊÈ õ÷î÷êûðùíø÷ê÷ùíïï÷îøûèóíî èÔ×ùÓÈÃÍÖîÍÊÈÔÛÏÌÈÍÎªÉÙÔÛÐÐ×ÎÕ×ÉÅÓÐÐÚ×Ï×ÈÛÎØÕÍÛÐÉÛÙÔÓ×Æ×ØÈÔÊÍÇÕÔÈÔ×ÓÏÌÐ×Ï×ÎÈÛÈÓÍÎÍÖõ×Î×ÊÛÐ ùÍØ×ªÉúÛÙÑÖÓÐ×é×ÊÆÓÙ×ÉéÍÐÇÈÓÍÎùÍÏÚÓÎ×ØÅÓÈÔÈÔ×Î×Ù×ÉÉÛÊÃÌÊÍÕÊÛÏÙÇÉÈÍÏÓÂÛÈÓÍÎÉ×ÊÆÓÙ×É ÓÎÉÈÛÐÐÛÈÓÍÎÛÎØÈÊÛÓÎÓÎÕÈÔÓÉÌÍÅ×ÊÖÇÐÌÊÍÒ×ÙÈÅÓÐÐÌÊÍÆÓØ×ÈÔ×ùÓÈÃÍÖîÍÊÈÔÛÏÌÈÍÎÅÓÈÔÛÙÍÉÈ×ÖÖ×ÙÈÓÆ× Ï×ÛÎÉÈÍÌÊÍÆÓØ×ÖÛÉÈ×ÛÉÃÛÙÙ×ÉÉÈÍÓÎÖÍÊÏÛÈÓÍÎ ìÊÍÌÍÉÛÐ éÇÚÏÓÈÈ×ØûÌÊÓÐ ìÊÍÌÍÉÛÐÖÍÊÈÔ×ùÓÈÃÍÖîÍÊÈÔÛÏÌÈÍÎïÛÉÉÛÙÔÇÉ×ÈÈÉ ìêíò÷ùèø÷ðóæ÷êûúð÷é öÍÐÐÍÅÓÎÕÛÊ×ÓÈ×ÏÓÂ×ØÌÊÓÙ×ÉÖÍÊÈÔ×É×ÊÆÓÙ×ÉÛÎØØ×ÐÓÆ×ÊÛÚÐ×ÉÛÉÐÓÉÈ×ØÛÚÍÆ×èÔ×É×ÌÊÓÙ×ÉÛÊ×ÚÛÉ×ØÍÎÈÔ× ÛÉÉÇÏÌÈÓÍÎÈÔÛÈÈÔ×ÌÊÍÒ×ÙÈÅÓÐÐÙÍÎÉÓÉÈÍÖÛÌÌÊÍÄÓÏÛÈ×ÐÃ èÔ×ÛÙÈÇÛÐÖÓÎÛÐÌÊÓÙ×ÅÓÐÐÚ×ÚÛÉ×Ø ÍÎÈÔ×ÛÙÈÇÛÐÎÇÏÚ×ÊÍÖÓÏÛÕ×ÉÉÙÛÎÎ×Ø øÍÙÇÏ×ÎÈÓÎÈÛÑ×Æ×ÊÓÖÓÙÛÈÓÍÎÓÎÙÐÇØÓÎÕÌÊ×ÌÛÊÛÈÓÍÎÍÖÛÎóÎÆ×ÎÈÍÊÃðÍÕèÔÓÉÉ×ÊÆ×ÉÛÉÆ×ÊÓÖÓÙÛÈÓÍÎÍÖ ? 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