DOT710_CRP30815_Revised_Contract_02.01.2025.pdf

Rev. 4.19.22

Index No.: DOT710 Eff. Date: 02/01/2025* 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, Scanning and Indexing

CONTRACT No.: CRP30815 EFFECTIVE DATES: 02/21/2024 to 01/31/2025 Renewal through 01/31/2026*

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 Ohio Department of Transportation, Division of Opportunity, Diversity & Inclusions,1980 West Broad Street, Mail Stop 2110, Columbus, OH 43223.

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

* This amendment is issued to notify that as a result of mutual agreement between the State of Ohio and the Contractor, this contract is renewed for an additional twelve (12) months, effective 02/01/2025 through 01/31/2026. It is also issued to add a summary of amendments page, and to update the DAS Standard Terms and Conditions, rev. 03/01/2024 effective 02/01/2025.

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

Index No.: DOT710*

TABLE OF CONTENTS

SPECIFICATIONS PAGE NO.

SCOPE OF WORK 3 -4

CONTRACT ITEMS

COST SUMMARY 5

CONTRACTOR’S INDEX 6

*SUMMARY OF AMENDMENTS 7

*Add a summary of amendments page effective 02/01/2025.

SPECIFICATIONS

I. SCOPE OF WORK

The intent of this scope of work is for Murray Ridge Production Center (MRPC) to provide Document Management Services, Scanning and Indexing, for the Ohio Department of Transportation, Division of Opportunity, Diversity & Inclusions,1980 West Broad Street, Mail Stop 2110, Columbus, OH 43223. Contractor is deemed to have knowledge of the services provided in this contract. The State of Ohio Department of Administrative Services Standard Terms and Conditions rev.

01.03.2024, including any subsequent changes, shall govern this work.

II. DOCUMENTS

A. Type: Document Folders

B. Size: Varying from 8.5” x 11” to 11” x 17”.

C. Estimated quantity – Approximately 90 standard size banker boxes.

III. APPLICATION

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

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

C. All pages will be scanned in black and white. All PDF file records shall be uploaded through a Secure FTP process provided by the Ohio Department of Transportation.

D. Output files shall be organized and labeled with the mutually agreed upon file name based on document.

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

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

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 The Ohio Department of Transportation.

V. PROTECTION AND CONFIDENTIALITY

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

VI. PICK UP AND DELIVERY

MRPC will pick up Ohio Department of Transportation documents on a mutually agreeable date.

VII. DOCUMENT DESTRUCTION

All original documents will be shredded by our vendor or a designated vendor of the Ohio Department of Transportation.

Ohio Department of Transportation must sign off on all reviewed data before any shredding commences and a mutually agreed upon document shredder is used.

SPECIFICATIONS, CONTINUED

VIII. MISCELLANEOUS

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

B. Ohio Department of Transportation will be invoiced as data is returned.

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

D. 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. Two index fields – i.e. Project Name or Number

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

4. OCR and export in 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 provided by Ohio Department of Transportation.

7. One-time pick-up of boxes

B. MRPC, Inc. Costing

1. The cost estimate for the services listed above is $300.00 per box.

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

3. MRPC, Inc. will charge $200.00 per roundtrip for any additional pick-ups for secure transportation of the

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 Transportation, Division of Opportunity, Diversity & Inclusions

Michelle Kelly, Paycard Administrator/Operating Purchasing Lead 1980 West Broad Street, Mail Stop 2110 Columbus, Ohio 43223 D: 614.728.9218 Michelle.Kelly@dot.ohio.gov

Juleda Stoltz, MPA DBE Program Manager ODOT Division of Opportunity, Diversity, and Inclusion Mobile: 614-917-8466 Juleda,Stoltz@dot.ohio.gov mailto:kjohnson@murrayridgecenter.org mailto:llee@mrpcdocumentscanning.com mailto:Michelle.Kelly@dot.ohio.gov http://transportation.ohio.gov/

Index No.:DOT710

COST SUMMARY

OHIO BUYS

PRODUCT

CODE

UNSPSC

CODE ITEM PRICE PER

CRP30815-1 81112005 Document Imaging $300.00 per box

CRP30815-2 78121603 Transportation Fee, Round Trip $200.00 per occurrence

CONTRACTOR INDEX

CONTRACTOR AND TERMS: CONTRACT NO: CRP30815

OAKS ID:000010614

Murray Ridge Production Center, Inc.

1091 Infirmary Road Elyria, OH 44035

TERMS: Net 30 Days

CONTRACTOR’S CONTACT:

Kristen Johnson Telephone: (440) 284-2720 Email: kjohnson@murrayridgecenter.org mailto:kjohnson@murrayridgecenter.org

Index No.: DOT710 *

SUMMARY OF AMENDMENTS

Amendment Number

Effective Date Description

1 02/01/2025

This amendment is issued to notify that as a result of mutual agreement between the State of Ohio and the Contractor, this contract is renewed for an additional twelve (12) months, effective 02/01/2025 through 01/31/2026. It is also issued to add a summary of amendments page, and to update the DAS Standard Terms and Conditions, rev. 03/01/2024 effective 02/01/2025.

*Add a summary of amendments page effective 02/01/2025.

CONTRACT FOR: Document Management, Scanning and Indexing