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7812 - Amendment 1 Executed DocuSign Transmittal Coversheet File Name Purchasing Contact Docusign Envelope ID: 20CEC39C-050A-4CB2-B0F8-E740641E9395 Christina Dormady 7812 Scanning Services - Amendment 1 Procurement 901 B Texas St., Denton, TX 76209  (940) 349-7100 OUR CORE VALUES Inclusion  Collaboration  Quality Service  Strategic Focus  Fiscal Responsibility October 3, 2024 GRM Information Management Services of Dallas, LLC 1701 Timberlake Drive Arlington, TX 76010 Ref: 7812- Scanning Services Frank Martinez: Thank you for being such a valued partner. By signing this Amendment below, COD and GRM Information Management Services of Dallas, LLC. agree that the Contract is hereby deemed amended to the updated Schedule of Charges, as shown in Attachment A. Except as amended by this Amendment, the Contract is not otherwise amended and all other terms and conditions of the Contract remain in full force and effect, as amended hereby. This Amendment may be executed in any number of counterparts, each of which shall be deemed an original and all of which together shall constitute one and the same instrument. Signatures transmitted electronically shall have the same effect as the delivery of original signatures. The City of Denton reserves the right to re-evaluate pricing as the market conditions change and can ask your firm to provide updated proposed pricing, including, but not limited to, a decrease in pricing, as a result of any such change. We look forward to future business with your firm. Regards, ____________________________ ___________________________ Christina Dormady, Buyer Frank Martinez Procurement GRM Information City of Denton Management Services of Dallas, LLC Docusign Envelope ID: 20CEC39C-050A-4CB2-B0F8-E740641E9395 1 Statement of Work & Price Schedule Project: City of Denton | Customer Service GRM Representative: Frank Martinez SOW No. 69050 Project Overview – Scanning of Planning Files & Building Blueprints • RDC and Journal boxes that need to be converted to digital PDF format. • The estimated total of 8,000 images per RDC boxes and 2,800 images for the “Cash Journal” boxes. Mostly single-sided (1% duplex double-sided) will be prepped, scanned, and indexed. • Once at GRM, the box counts are validated for confirmation o GRM will apply a unique barcode number to each box o Barcodes will be scanned/wanded into our database and confirmed • At each handling point, the box will be scanned to know exactly where and what stage it is in the process. • GRM will scan the images in B & W at 200 DPI, OCR PDF. Project Description - Operational Details of Project 1 Scope of Project GRM will provide Customers with a Document Imaging service that will convert paper files into digital format. 2 Preparation GRM will get the paper documents "scanner ready" by performing the required tasks as follows: ✓ Pulling staples ✓ Taping any torn pages ✓ Unfolding any folded pages 3 File Organization PDF’s will be named by index field (address-permit number) and loaded into server - sFTP for client download. 4 Scanning All paper images will be scanned in black and white and captured at 200 DPI in OCR PDF file format. 5 Quality Control GRM will inspect each image of each electronic batch for image quality from our dedicated quality control workstation. Each image that is sub-par quality will be earmarked for rescanning. Any indices that are incorrect will be corrected as well. 6 Project Deliverables GRM will provide document preparation, scanning, and export. 7 Document Volume Varies by box type 8 Indexing RDC = date (yyyymmdd.pdf) Cash Journal = journal number.date (Jrnl.yyyymmdd.pdf) Metadata must be included with naming convention for LASERFICHE upload 9 Output Format Output format will be 200DPI, multi-page OCR PDF files 10 Secure Destruction All files shall be stored at no cost for up to 90-days. Attachment A Docusign Envelope ID: 20CEC39C-050A-4CB2-B0F8-E740641E9395 2 • Within the period of 90 days of project completion, after a document has been converted to digital format, the Customer must provide written confirmation to the Contractor, authorizing the destruction of stored documents. • If 90 days have lapsed and Customer has not authorized document destruction, the Contractor will charge Customer per the pricing schedule for ‘Document Storage’ on a monthly basis billable at the end of each month. 11 Pricing The Price Schedule is provided below. 12 Schedule Documents and boxes Pickup will begin at a mutually agreed-upon time between GRM and Customer over several trips. Scanning Output Specifications Source Files Output Format Resolution OCR Output Color Number of index fields Customer Providing Data Lookup File ☒ Paper ☒ PDF ☒ 200 DPI ☒ Yes ☒ Black/White One included ☐ Yes ☐ Film ☐ TIFF ☐ 300 DPI ☐ No ☒ Grayscale ☒ No ☐ JPG ☐ Other ☒ Color Production Notes Post Conversion Instructions Boxes Delivery Method Additional Instructions ☐ Transfer to Storage ☐ Upload To VisualVault ☐ Return to Customer ☒ Upload To sFTP Laserfiche Client ☐ Destroy ☐ Encrypted Portable Media ☒ Other Waiting on final disposition of boxes once scanned. GRM will apply a unique barcode number to each box Barcodes will be scanned/wanded into our database and confirmed Docusign Envelope ID: 20CEC39C-050A-4CB2-B0F8-E740641E9395 3 Price Schedule Item Unit Description Price Document Imaging Services Per Image All-inclusive price to include document preparation, scanning (Up to 11x17) $0.12 Indexing Per field Index fields $0.025 OCR Per Image Optical Character Recognition $0.02 Large Format Per Image Large Format Scanning Upto 42” $1.89 Transportation Trip Transportation $150 Document Destruction Per Lbs. Secure Shredding (including certification) N/C *GRM will only bill for the actual number of images scan. Quote valid for 90 days. Statement Of Work Executed By City of Denton GRM Name: Christina Dormady Name: Frank Martinez Title: Buyer | Procurement Title: Regional General Manager Signature: Signature: Date: Date: Docusign Envelope ID: 20CEC39C-050A-4CB2-B0F8-E740641E9395 10/4/202410/10/2024 Certificate Of Completion Envelope Id: 20CEC39C050A4CB2B0F8E740641E9395 Status: Completed Subject: ***Purchasing Approval*** 7812 Scanning Services - Amendment 1 Source Envelope: Document Pages: 5 Signatures: 4 Envelope Originator: Certificate Pages: 5 Initials: 2 Christina Dormady AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-06:00) Central Time (US & Canada) 901B Texas Street Denton, TX 76209 christina.dormady@cityofdenton.com IP Address: 198.49.140.104 Record Tracking Status: Original 10/3/2024 5:32:17 PM Holder: Christina Dormady christina.dormady@cityofdenton.com Location: DocuSign Signer Events Signature Timestamp Christina Dormady christina.dormady@cityofdenton.com Buyer City of Denton Security Level: Email, Account Authentication (None) Completed Using IP Address: 198.49.140.104 Sent: 10/3/2024 5:34:47 PM Viewed: 10/3/2024 5:34:54 PM Signed: 10/3/2024 5:35:13 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Lori Hewell lori.hewell@cityofdenton.com Purchasing Manager City of Denton Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.10 Sent: 10/3/2024 5:35:15 PM Viewed: 10/4/2024 1:21:09 PM Signed: 10/4/2024 1:21:41 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Frank Martinez fmartinez@grmdocument.com General Manager - Texas GRM Document Storage, LLC Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 76.143.254.65 Sent: 10/4/2024 1:21:43 PM Viewed: 10/4/2024 1:22:05 PM Signed: 10/4/2024 1:22:56 PM Electronic Record and Signature Disclosure: Accepted: 10/4/2024 1:22:05 PM ID: 8428af99-41d7-4da0-b7b7-71eee361450a William Shepherd william.shepherd@cityofdenton.com Executive Manager Business Services Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 47.186.225.64 Sent: 10/4/2024 1:22:58 PM Resent: 10/8/2024 12:17:41 PM Viewed: 10/10/2024 4:49:00 PM Signed: 10/10/2024 4:49:14 PM Electronic Record and Signature Disclosure: Accepted: 10/10/2024 4:49:00 PM ID: 25406b7a-bb23-46f8-9f31-8cba2f3f3089 Signer Events Signature Timestamp Christina Dormady christina.dormady@cityofdenton.com Buyer City of Denton Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.104 Sent: 10/10/2024 4:49:16 PM Viewed: 10/10/2024 4:55:47 PM Signed: 10/10/2024 4:55:57 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Cheyenne Defee cheyenne.defee@cityofdenton.com Procurement Administration Supervisor City of Denton Security Level: Email, Account Authentication (None) Sent: 10/10/2024 4:55:59 PM Viewed: 10/10/2024 6:24:21 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 10/3/2024 5:34:47 PM Certified Delivered Security Checked 10/10/2024 4:55:47 PM Signing Complete Security Checked 10/10/2024 4:55:57 PM Completed Security Checked 10/10/2024 4:55:59 PM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, City of Denton (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us. Electronic Record and Signature Disclosure created on: 7/21/2017 3:59:03 PM Parties agreed to: Frank Martinez, William Shepherd How to contact City of Denton: You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows: To contact us by email send messages to: purchasing@cityofdenton.com To advise City of Denton of your new e-mail address To let us know of a change in your e-mail address where we should send notices and disclosures electronically to you, you must send an email message to us at melissa.kraft@cityofdenton.com and in the body of such request you must state: your previous e-mail address, your new e-mail address. 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