DPS738_CRP30736_Revised_07.01.2024_Contract.pdf

Rev. 4.19.22

Index No.: DPS738 Eff. Date: 07/01/2024* 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 Imaging/Indexing/Data Entry

CONTRACT No.: CRP30736 EFFECTIVE DATES: 07/01/2023 to 06/30/2024 Renewal through 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 Public Safety, 1970 West Broad Street, 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 Requirements 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 twenty-four (24) months, effective 07/01/2024 through 06/30/2026. It is also issued to update the price list, scope of work and to add a summary of amendments page effective 07/01/2024. Additionally, it is issued to update the DAS Standard Terms and Conditions, rev. 03/01/2024 effective 07/01/2024.

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.: DPS738*

TABLE OF CONTENTS

PAGE NO.

SCOPE OF WORK

Specifications 3-4

CONTRACT ITEMS

Cost Summary 5 Contractor Index 6 *Summary of Amendments 7

*Add a summary of Amendments page effective 07/01/2024.

SPECIFICATIONS

I. SCOPE OF WORK

*The intent of these specifications is to provide document imaging and indexing services for the crash reports to the Ohio Department of Public Safety, 1970 West Broad Street, Columbus OH, 43223. The State of Ohio Department of Administrative Services Standard Terms and Conditions rev. 03012024, including any subsequent changes, shall govern this work.

II. *EFFECTIVE DATES

The effective dates of this proposal are from July 1, 2024, through June 30, 2026. This is a two (2) year contract with a 5% increase covering year two. This increase is due to cost-of-living increase. An amendment will be provided for contract year two (2).

III. *COST SUMMARY

A. Data Entry: July 1, 2024, through June 30, 2025

FORM DATA ENTRY

CHAR/RECORD

ESTIMATED

QUANTITY

COST PER

RECORD

ESTIMATED

COST

CRASH REPORT TO IMAGE 33,800 $5.60 $189,280.00

TOTAL ESTIMATED CONTRACT COSTS PER YEAR $189,280.00

Data Entry: July 1, 2025, through June 30, 2026

FORM DATA ENTRY

CHAR/RECORD

ESTIMATED

QUANTITY

COST PER

RECORD

ESTIMATED

COST

CRASH REPORT TO IMAGE 33,800 $5.88 $198,744.00

TOTAL ESTIMATED CONTRACT COSTS PER YEAR $198,744.00

B. Transportation: July 1, 2024, through June 30, 2025

Day Location Miles Cost per

Mile Annual Miles

ESTIMATED

COST

FRIDAYS TO/FROM

AKRON

250 per week

$1.26 13,000 16,380.00

Transportation: July 1, 2025, through June 30, 2026

Day Location Miles Cost per

Mile Annual Miles

ESTIMATED

COST

FRIDAYS TO/FROM

AKRON

250 per week

$1.323 13,000 17,199.00

C. OTHER SERVICE COSTS: July 1, 2024, through June 30, 2025

OTHER SERVICE COSTS:

ESTIMAGED

COST

RECORDS STORAGE – as needed $1.05 Per box/per month

SECURE DOCUMENT DESTRUCTION – as needed

$0.15 Per lb./DAS State rate

*Update scope of work effective 07/01/2024.

OTHER SERVICE COSTS: July 1, 2025, through June 30, 2026

OTHER SERVICE COSTS:

ESTIMAGED

COST

RECORDS STORAGE – as needed $1.103 Per box/per month

SECURE DOCUMENT DESTRUCTION – as needed

$0.15 Per lb./DAS State rate

IV. PICKUP/DELIVERY SCHEDULE

A. *Pickup and Delivery will be on Fridays (excluding State observed holidays).

B. *Weaver Records Management will pick up the documents at the 19700 W Broad St location and deliver the documents back to their location of 115 W. Bartges St, Ste 412, Akron, OH 44311.

V. APPLICATION

A. *Estimated quantity is 33,800 reports

B. Size 8 ½ "x 11".

C. *Single load PDF and JSON file, bi-tonal image.

D. *Scan at 300 DPII.

E. All reports are to be the original copy.

F. Reports are to be filled out in black ink.

VI. DOCUMENT PREPARATION

A. Weaver Records Management will perform all document preparation. This includes removing any staples, paper clips, rubber bands, taping tears, and inserting document separators.

B. Weaver Records Management will review all documents for completion of all critical fields.

C. Weaver Records Management will scan all reports.

D. Exceptions: Any reports not following the above criteria will be pulled.

1. Copies (not originals) that are not legible will be returned to ODPS.

2. Weaver Records Management will process reports with missing pages but must have page 1 to process. If page 1 is missing, the report will be returned to OOPS.

3. *Any other reports that are rejected will be returned to OOPS. Reject if: NCIC missing or invalid, City/Village/Township and County not in FIPS table, Location missing, at/reference code missing, Units not unique, and Date/Time of report missing or invalid.

VII. SCANNING/KEYING OPERATION

A. *Each page of each report will be imaged. Each report may contain one or more 1st pages (Traffic Report), one or more 2nd pages (Unit Info), one or more 3rd pages (Motorist/Non-Motorist info), and one or more 4th pages (Occupant/Witness info). There may be additional Narrative documents.

B. *Data will be key entered. Key verification will be performed on all documents.

C. *Weaver Records Management will key and return the boxes of crash reports in the numerical order in which they are received.

VIII. INDEXING

*Crash Reports Multipage PDF;s are named according to ODPS specifications.

IX. OUTPUT

A. *Turnaround time: Daily uploads with 1 box of crashes per week.

B. *Weaver Records Management will upload Multipage PDF’s and JSON files through the ESC Application.

X. REPORTING

A. *Weaver Records Management will report weekly on the number of crash reports processed as soon as the entire box has been uploaded.

B. Conferences calls will be set up for every other month, to be adjusted as required.

XI. MISCELLANEOUS

A. *Weaver Records Management will invoice monthly. The invoices are payable within 30 days of receipt. However, if the invoice should need to be resent, then the customer will have 30 days of receipt of a corrected invoice to pay the bill.

B. Any changes to the specifications require approval by signature of ODPS and Weaver Records Management.

C. *Weaver Records Management will contact ODPS if the estimated number of documents is expected to exceed the estimated contract amount.

Index No.: DPS738 *

COST SUMMARY

OHIO BUYS

PRODUCT

CODE

UNSPSC

CODE ITEM PRICE PER

CRP30736-1 81112005 Traffic Crash Report to Image $5.60 each*

CRP30736-2 78121603 Transportation Fee $1.26 per mile*

**CRP30736-3 78131804 Storage, per box/per month $1.05 per box

**CRP30736-4 80161508 Secure Document Destruction $0.15 per pound

*Update pricing effective 07/01/2024.

**Add new items effective 07/01/2024.

Index No.: DPS738

CONTRACTOR INDEX

CONTRACTOR AND TERMS: CONTRACT NO: CRP30736

OAKS ID:0000073189

Weaver Industries 520 South Main Street, Suite 2441 Akron, OH 44311

TERMS: Net 30 Days

CONTRACTOR’S CONTACT:

Kerrina Pettigrew Telephone: (330) 400-3898 Email: jjohnson@weaverindustries.org mailto:jjohnson@weaverindustries.org

SUMMARY OF AMENDMENTS

Amendment Number

Effective Date Description

1 06/30/2024

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 twenty-four (24) months, effective 07/01/2024 through 06/30/2026. It is also issued to update the price list, scope of work and to add a summary of amendments page effective 07/01/2024. Additionally, it is issued to update the DAS Standard Terms and Conditions, rev. 03/01/2024 effective 07/01/2024.

*Add a summary of amendments page effective 07/01/2024.