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RFP NO. 20-043 <br />FOR SCANNING, DIGITIZING AND INDEXING SERVICES <br />5. COST PROPOSAL <br />i a -_r _R�ylfj JI° <br />s <br />All Proposers are required to submit a cost breakdown by contract year (including renewal option term if exercised); <br />including estimated hours, hourly rates, expenses, and a total not -to -exceed cost with their Proposal. Pricing instructions <br />should be clearly defined to ensure fees proposed can be compared and evaluated. Proposals shall be valid for a minimum of <br />ninety (90) days following Proposal deadline. The cost for developing the Proposal is the sole responsibility of the Proposer. <br />All Proposals submitted become the property of the City. <br />The proposed fees and rates for this contract will be fixed for the duration of the agreement, including allowable renewal <br />options exercised at the discretion of the City. <br />ViaTRON Response: <br />ViaTRON has reviewed the files based on the Mandatory walkthrough that took place at the City of Santa Ana on August 19`h <br />2020. Based on the walkthrough we have attached a Document Analysis Spreadsheet below outlining the estimated Pages <br />and Image Counts for the 3 File rooms we toured. Image Counts are an educated guess based on our analysis. We have also <br />included an Image Rate for each document type. Our assumptions are that we will bill the City of Santa Ana monthly based <br />on pages scanned for each pick up. <br />Letter Size — Black & White — 300 DPI - Price Per Page = $0.039 Cents <br />Large Format Drawings — Black & White — 300 DPI — Price per Page = $0.49 Cents <br />MicroFilm Rolls —16 MM - Black & White — 300 DPI — Price per Page = $0.019 Cents <br />MicroFilm 35 MM - Black & White — 300 DPI — Price per Page = $0.029 Cents <br />LaserFiche Formatting and Briefcase creation — Free <br />Document Pick up — Free <br />Shredding boxes after scanning (optional) — Free <br />Based on the Scope of Work and Questions and Answers ViaTRON has submitted pricing below. <br />BUILDING FILES - <br />Doc Type MAPS <br />MAPS - ROOM 1 126 BOXES - C UBBIES 126 700 0 88,200 $0.49 $ 43,218.00 <br />7 TUBS 7 800 0 5,600 $0.49 $ 2,744.00 <br />Indexing PERMIT NUM BER, ADDRESS, DATE Clean Rolls w ith Toe Tags w ith Indexing Information. 21 Collums <br />with 6 shelves (126 total cubbies). 500-800 Maps per cubbie. 20-100 Maps per roll, some rolls up to <br />500 sheets. Rubber Stamp on back of Maps -may need double sided scanning. LaserFiche Briefcase <br />format. <br />Sub Total $ 45,962.00 <br />201Page <br />25D-85 <br />