COM709_CRP30914_Original_Contract.pdf

Rev. 4.19.22

Index No.: COM709 Eff. Date: 01/08/2025 Page No.: 1

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT FROM COMMUNITY REHABILITATION PROGRAMS

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: Document Management Services, Document Imaging

CONTRACT No.: CRP30914 EFFECTIVE DATES: 01/08/2025 to 06/30/2026.

The Department of Administrative Services (DAS), Office of Procurement from Community Rehabilitation Programs (OPCRP) has accepted the proposal submitted in response to the Contract Number listed above by the certified Community Rehabilitation Program (CRP) and/or the certified Agent of a Community Rehabilitation Program (Agent). The CRP and/or Agent listed herein has been awarded a contract for the services or supplies listed. The respective ordering office contract approval form, contract terms and conditions, pricing schedules, specifications, and any attachments incorporated by reference and accepted by DAS become a part of this Mandatory Contract.

This Mandatory Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

This mandatory contract is available to The Ohio Department of Commerce, 77 South High Street, Concourse, Columbus, OH 43215.

This contract award by the Office of Procurement from Community Rehabilitation Program is in accordance with Sections 125.60 to 125.6012 of the Revised Code.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as initially advertised or described.

State agencies may make purchases under this Mandatory Contract up to $2500.00 using the State of Ohio Payment Card. Any purchase that exceeds $2500.00 will be made using the official state of Ohio purchase order (ADM-0523). Any non-state agency, institution of higher education or Cooperative Purchasing member will use forms applicable to their respective agency.

This Mandatory Contract and any Amendments thereto are available from the OhioBuys public portal at the following address:

https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _______________________________________________________ Kathleen C. Madden, Director Date file://s.dasdesktop.isi.oitfs.ohio.gov/DASShares/gsd/purchasing/CONTRACTS/CRP%20Contracts/FORMS/T'c%20AND%20C's/DAS%20Standard_T_C_3-1-24.pdf file://s.dasdesktop.isi.oitfs.ohio.gov/DASShares/gsd/purchasing/CONTRACTS/CRP%20Contracts/FORMS/T'c%20AND%20C's/DAS%20Standard_T_C_3-1-24.pdf https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

TABLE OF CONTENTS

PAGE NO.

SCOPE OF WORK

Specifications 3-4

CONTRACT ITEM5

Cost Summary 5 Contractor Index 6

SPECIFICATIONS

I. SCOPE OF WORK

The intent of this scope of work is to provide Document Management, Document Imaging for the Ohio Department of Commerce. Contractor, Murray Ridge Production Center (MRPC), is deemed to have knowledge of the services provided through this contract.

II. DOCUMENTS

A. To be completed in FY25 (01/08/2025 through 06/30/2025)

1. Type: Document Folders

2. Size: Varying from 8.5” x 11” to 8.5” x 14”.

3. Estimated quantity – 168 standard size banker boxes (Length: 15 inches. Width: 12 inches. Height: 10 inches) containing a total of 1.606 files.

B. To be completed in FY26 (07/01/2025 through 12/31/2025)

1. Type: Document Folders

2. Size: Varying from 8.5” x 11” to 8.5” x 14”.

3. Estimated quantity – 169 standard size banker boxes (Length: 15 inches. Width: 12 inches. Height: 10 inches) containing a total of 1.606 files.

III. APPLICATION

A. The boxed hard copy records will be scanned to multi-page PDF format for each file including pages butterfly clipped, paper clipped, and in folders, binder clips or any other method of keeping a set of pages together.

B. The documents are various sizes – legal or letter (MRPC can scan up to 11” x 17”)

C. Records will be scanned per their hard copy thus single-sided or double-sided in the same way as the hard copy record displays.

D. All pages will be scanned in black and white, and the PDF file records can be uploaded through a Secure FTP process provided by the Ohio Department of Commerce or a portable hard drive, whatever is preferred.

E. Ohio Department of Commerce will provide MRPC a packing list of the boxes listing their box numbers and general description of the box contents via email or hard copy no later than the day of pick-up.

IV. DOCUMENT PREPARATION

MRPC agrees to complete document preparation and assure that the quality of the scans is as good or better than the original before submitting data to Ohio Department of Commerce. The scanned documents by box will be returned in the order they are received.

V. PROTECTION AND CONFIDENTIALITY

Protection against damage to source documents shall be continually maintained at all times by MRPC. All information shall be kept confidential by MRPC.

VI. PICK UP AND DELIVERY

Boxes will be ready at the Ohio Department of Commerce in an agreed upon location and date at Columbus for scheduled pick-up by MRPC shipping department.

VII. DOCUMENT DESTRUCTION

Ohio Department of Commerce must sign off on all reviewed data before any shredding commences.

SPECIFICATIONS, CONTINUED

VIII. MISCELLANEOUS

A. Completion date for this project will be 12/31/2025.

B. MRPC requires a purchase order before the start of work.

C. Ohio Department of Commerce will be invoiced as data is returned.

D. The invoice will be payable within (30) calendar days after the receipt of invoice.

E. The invoice will include boxes completed, listed by box number by the date of the invoice.

IX. SUMMARY AND COST

A. MRPC, Inc. proposes to provide the following scanning operations:

1. Document prep

2. One index field with the following naming convention – File Number, Form Type, Date of Form

3. Scanning documents up to 11” x 17” in Black & White.

4. Export in searchable PDF file format

5. Quality control of the scans and opening each PDF file to make sure they are not corrupt and rescanning any corrupted files found

6. Secure FTP via access to Ohio Department of Commerce’ preference

7. Document destruction of files after all data is reviewed and signed off

B. MRPC, Inc. Costing

1. Cost per box - $305.00.

2. The quality of the scanned image is equal to the original. If originals are in extremely poor condition, we will notify you.

3. Transportation Fee - $250.00 per pickup for secure transportation of files.

X. CONTACTS

A. Contractor’s Contacts

Kristen Johnson, Habilitation Manager, Vocational Services – 440-324-4993, kjohnson@murrayridgecenter.org

Laura Lee, Project Manager, MRPC Inc. – 440-988-0030 llee@mrpcdocumentscanning.com

B. Ohio Department of Commerce

Ray Glenn, Assistant to the Commissioner, Ohio Department of Commerce – 614-995-4399, Raymond.glenn@com.ohio.gov.

mailto:kjohnson@murrayridgecenter.org mailto:llee@mrpcdocumentscanning.com mailto:Raymond.glenn@com.ohio.gov

COST SUMMARY

OHIO BUYS

PRODUCT

CODE

UNSPSC

CODE ITEM PRICE PER

CRP30914-1 81112005 Document Imaging $305.00 per box

CRP30914-2 78121603 Transportation Fee, Per Pickup $250.00 per occurrence

CRP30914-3 80161508 Document Destruction Varies

CONTRACTOR INDEX

CONTRACTOR AND TERMS: CONTRACT NO: CRP30914

OAKS ID:000010614

Murray Ridge Production Center, Inc.

1091 Infirmary Road Elyria, OH 44035

TERMS: Net 30 Days

CONTRACTOR’S CONTACT:

Kristen Johnson, Habilitation Manager, Vocational Services Telephone: (440) 284-2720 Email: kjohnson@murrayridgecenter.org mailto:kjohnson@murrayridgecenter.org

CONTRACT FOR: Document Management Services, Document Imaging