EPA706_CRP30742_Reviseed_Contract_07.14.2025.pdf

Rev. 4.19.22

Index No.: EPA706 Eff. Date: 07/14/2025* 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 Imaging/Indexing/Data Entry

CONTRACT No.: CRP30742 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 Environmental Protection Agency, 50 West Town Street, Suite 700, 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 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 update the cost summary page effective 07/01/2025.

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

TABLE OF CONTENTS

PAGE NO.

SCOPE OF WORK

Specifications 3-8

CONTRACT ITEMS

Cost Summary 9 Contractor Index 10 Summary of Amendments 11

SPECIFICATIONS

I. SCOPE OF WORK

The intent of this scope of work is to provide Document Management Services for the Ohio Environmental Protection Agency, 50 West Town Street, Suite 700, Columbus, OH 43215 . Contractor is deemed to have knowledge of the services provided through this contract.

For any new projects by other divisions or offices at Ohio EPA, please contact the contractor for a quote then an amendment to accommodate the new project(s) may be done under this contract.

II. *EFFECTIVE DATES

The effective dates of this proposal are from July 1, 2024, through June 30, 2026. This is a two (2) year a contract with 3% increase covering year two. This increase is due to cost-of-living increase. An amendment to the Purchase Order will be provided for contract year two (2).

III. DOCUMENTS

A. Type: Document Folders

B. Size: Varying from 8.5” x 11” to 11” x 17”, with 80% 8.5” x 11” and 5% larger size maps 2-3 feet x 2-3 feet. May include 1% up to 4’ by 4’ site maps.

C. Estimated quantity – up to 20 letter-size banker boxes per month for a 24-month contract length; approximately 480 boxes to be scanned. The Ohio EPA will only be charged for boxes submitted and this number may fluctuate.

IV. APPLICATION

A. The boxed hard copy records will be scanned to 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. Obvious duplicates will be removed. *For the Backfile method, larger files are provided to be scanned as one file and will be bundled in large rubber bands or separated between Sec ID folders to delineate what to scan together.

1. Most pages are 8.5” x 11” and in portrait orientation, but some in landscape orientation.

2. Approximately 20% are legal or ledger sized.

3. Most records age 2005 or older are single-sided, while 2005 and forward are double -sided and will be scanned in the same way as hard copy record displays.

4. Pages will be re-boxed after scanning in the same order originally found in each box without being re-stapled.

5. All pages will be scanned in black and white and color pictures will be scanned in color.

6. To maintain clarity of text, a minimum of 300 dpi will be used.

B. All Ohio EPA PDF file records shall be uploaded through a Secure FTP process known as “Liquid Files” one box at a time based on box number.

1. A spreadsheet will be populated by Weaver Industries, Inc. to accompany scanned boxes showing tags*/keywords for each PDF file and identified by Box number. Beginning PDF in each spreadsheet will start with 2 to match the row on the spreadsheet (*allowing for header row as row 1).

2. Ref #1 above, an updated spreadsheet (the Document Import Process or DIP) with pick lists for required fields and correct order of the tags will be the master template provided by Ohio EPA at the beginning of the contract for use by Weaver Industries Inc.

SPECIFICATIONS, CONTINUED

3. Given the experience to date for Weaver Industries getting examples and having scanned records for multiple

Division of Surface Water program records including 401 Wetlands, CO-NPDES, CDO-NPDES, CDO-PTI. If new Programs are added or at any time if an example is needed, it will be provided upon request. Program, Secondary ID (often on 401 Wetland records this is shown as the “Ohio EPA ID No” but will be clearly listed as the Sec ID with format DSW401###### in the accompanying table. NPDES numbers generally contain a “G” for General, a “P” for Public/municipality, or an “I” for Industrial permits and often begin with a 0, 1, 2, 3, or 4 as the initial digit such as “0IC00002” or “3PD00110”.)

4. The DIP template last provided that added “statewide” as a selection for “County” is still current. When adding more Programs in the future, there may be a need to update this template.

5. Tagging will always be in the order and per the DIP template Ohio EPA provides. It is anticipated that Confidentiality Status which will be “Public Record - Upon Request for the Wetlands program and others, but for some Programs the confidentiality status of “Public – For Publication” may be used. Ohio EPA, DSW will inform the contractor for which Program(s) this is needed.

6. DSW, Ohio EPA will provide Weaver Industries, Inc. a packing list via email of the box numbers no later than day of pick-up. Each box will specify “Program” = “401 Wetlands” or “NPDES” or “Surface Water Permit-to-Install” or Credible Data” etc.as applicable, along with the “Secondary ID”, “County”, “Confidentiality Status” = “Public Record

– Upon Request” or “Public Record – For Publication, “Core ID”, and “Place Name” which Weaver will use to populate these fields for each record row in the DIP spreadsheet.

a. *The tags/keywords requiring Weaver to determine and provide are the “file name” link for each scanned record, the “DOC DATE” which is to be the date of the Letter for records created by Ohio EPA (“outgoing” to entities outside the Ohio EPA) or the date stamped on records received by entities external to Ohio EPA (“incoming” to Ohio EPA). Note- Sometimes there will be multiple date stamps from a district office and Central Office and at times the stamped date will not be clear. In these cases, use the Central Office date stamp or find another date in the Letter, Report, or Application that can be used to fill in for an unclear day, month, or year on the stamped in date. It was discovered that for CDO-PTI records, many were incorrectly date stamped in by internal staff for outgoing records and in this case when a record is on Ohio EPA Letterhead, the date on the Letter is used for DOC DATE, not any stamped-in date.

b. Weaver will also determine the “Delivery Status” which is either “incoming” to Ohio EPA from external parties

– such as reports and applications or “outgoing” to entities outside the Ohio EPA which is date from the Cover Letter sent to the external entity.

c. Example table of tags/keywords provided as a packing list by box by Ohio EPA follows:

Place Name Sec ID County Core ID Speidel Mine DSW401134067 Belmont 316445 ATEX Express Pipeline Project

DSW401124019 Jefferson 314023

Red Bird South DSW401123941 Belmont 311572

7. Boxes will be staged at the Ohio EPA dock in Columbus for monthly scheduled pick-up by Weaver Industries, Inc.

on a mutually agreed upon date.

8. For any new projects by other divisions or offices at Ohio EPA, please contact the contractor for a quote then an amendment to accommodate the new project(s) may be done under this contract.

V. DOCUMENT PREPARATION

A. Weaver Industries, Inc. agrees to complete document preparation and to Quality Assure the completeness and readability of scans prior to submitting data to Ohio EPA via FTP protocol. Weaver Industries, Inc. will use a minimum of 300 dpi.

B. Ohio EPA agrees to assemble records by staple, binder clip, or other binding methods in the way each record needs to be scanned as individual records or bind multiple records together that are to be scanned using the “Backfile” method for instance for the CO-NPDES program and the CDO-NPDES district records.

1. This includes proper orientation of tables, and other pages. Duplicate record copies (least legible copy) will be removed as well as “transient” documents, copies of checks, and confidential records.

2. Weaver Industries, Inc. will adjust as needed - like re-orienting an upside- down page or setting aside a missed confidential record, or shredding a check copy on-site, or turning check copy upside down or placing it at the back of the returned box or notifying Ohio EPA of a Secondary ID-related record that was discovered, but not listed on the packing list - so that Ohio EPA can provide missing information where needed.

C. 15% per box must be QA’d with any problems corrected and if more than a 3% volume of problems found, retraining or other corrections will be made to reduce the margin of error. Greater than 3% error rate will result in further QA by Weaver Industries, Inc of an additional 15% of the box.

D. The quality of the scanned image is equal to the original. If originals are in extremely poor condition, Weaver Industries, Inc. will notify Ohio EPA.

VI. IMAGING SEQUENCE

A. DSW program records shall be imaged as supplied by DSW except landscaped pages will be rotated so that they fit the same vertical orientation of portrait-oriented pages.

B. All DSW hard copy program records will be returned once hard copy records have been scanned, QA’d by Weaver Industries, Inc and submitted to Ohio EPA for those returned boxes. Ohio EPA may determine adequate quality and give Weaver Industries, Inc. permission to secure shred rather than return future hard copy record boxes. Exception is for CDO-PTI records since these are not being eDoc’d and storage space is limited at DSW, Ohio EPA. For these records, the paper record contents may be destroyed by Weaver, once the scans are received and reported as saved to an agency drive. Boxes are to be returned along with manilla folders for re-use.

C. If requested, the original document shall be made available to Ohio EPA within twenty-four (24) hours of receipt of a

“TO BE RETURNED” ORDER. Weaver Industries, Inc shall return the documents(s) by fax or overnight delivery. Ohio EPA shall pay all costs associated with delivery.

VII. PROTECTION AND CONFIDENTIALITY

A. Protection against damage to source documents shall be maintained at all times by Weaver Industries, Inc

B. All information shall be kept confidential by Weaver Industries, Inc.

VIII. PICK UP AND DELIVERY

A. Weaver Industries, Inc. shall pick up and deliver DSW program records monthly; dropping off hard copy records that have been scanned and QA’d and picking up a new set of boxes for scanning.

B. *Twelve round trips *(24 for two-year period) are anticipated to be required during this contract.

IX. DOCUMENT DESTRUCTION

A. No documents will be destroyed (excepting CDO-PTI records) but will be returned to Ohio EPA per VI.B. above and after the QA. Boxes will be tracked via a spreadsheet Weaver Industries, Inc maintains to show Box numbers of boxes picked up and those returned by date. The Ohio EPA Central Office dock in Columbus Ohio *(on State Street) will be the drop-off and pick-up location for all boxes.

B. Scanned records with their populated DIP spreadsheets will be maintained by Weaver Industries Inc for the contract *period for re-sending scanned records discovered to have discrepancies or if missing a range of scanned records in a box. Ohio EPA will notify Weaver Industries Inc once scanned records have successfully been eDoc’d to let them know the scanned records at Weaver may be deleted.

C. Should Ohio EPA decide to have Weaver Industries, Inc shred boxed records, destruction will be done only after Ohio EPA has reviewed the box’s scans with tagging and written permission is given to Weaver Industries, Inc. State Term Schedule rates will be used for cost of this service.

X. MISCELLANEOUS

A. Weaver Industries, Inc. requires a purchase order before the start of work.

B. Ohio EPA shall be invoiced monthly within 5 business days following each delivery. The invoice shall be payable within

(30) calendar days after the receipt of an invoice by Ohio EPA. The invoice date will be no earlier than 3 business days of the date the invoice is emailed to the Ohio EPA primary contact.

C. The following information shall appear on the invoice:

1. Imaging/scanning Services

2. Ohio EPA DSW Program Records Imaging

3. Date

4. Number of boxes by box number

5. Work completed Month of .

D. Any changes to the specifications require approval by signature of Ohio EPA and Weaver Industries, Inc.

E. Weaver Industries, Inc shall inform Ohio EPA if the number of imaged boxes is expected to exceed the estimated number of imaged boxes in the Cost Summary for Imaging Services.

F. Each invoice shall be a proper invoice, as defined in Ohio Administrative Code (“OAC”) 126-3-01(A) and contain: (a) the Contractor’s name and federal employer ID number (or other identification as appropriate); (b) the address to which payment is to be sent; (c) the Purchase Order number, which authorizes the purchase of the services or supplies; and (d) a description of the services performed to include listing of completed box names for which the agency is being invoiced and breakdown of charges. Upon receipt of a proper invoice by Agency, a voucher for payment shall be processed and payment made pursuant to OAC 126-3-01. Consistent with OAC 126-3-01, an invoice is not proper if it contains a defect or impropriety; Ohio EPA will notify Contractor of any defect or impropriety..

XI. SUMMARY AND COST

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

1. Document Prep

2. *Index fields as delineated in IV.B. above.

3. Scanning documents up to 11” x 17” in Black & White and Color for photos *and other images that are in color on original paper record.

4. Export of DIP spreadsheet with relevant PDF scans by box

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

6. Secure FTP via access to EPA’s Liquid Files

B. Costing for July 1, 2024, through June 30, 2025:

The above estimates are per image and given the following information, estimates per box are also provided:

1. 85% are 8.5 by 11” up to 11 by 17” at $0.155* cents per image.

2. 15% are large site maps at $0.206* cents per image.

3. An average box contains 2500 pages. Using the percentages above, this would total *600,000 images (2500 pages times *240 boxes) with *510,000 being the 85% regular size and 15% being larger size:

510,000 times 0.155 = $79,050.00

4. *90,000 times 0.206 = $18,540.00

5. $79,050.00 + $18,540.00 = $97,590.00 estimated cost to process 240 boxes over the contract period at an average per box cost of $406.63.

6. Twelve Round trips at the cost of $1.24 per mile is $3,720.00 as follows:

7. 520 S. Main St, Akron OH 44311 to 50 W Town St, Columbus OH 43215 is 125 miles by way of Hwy 71.

Round trip is 250 miles x $1.24 per mile is $300.00 x 12 round trips = $3,720.00

8. *Total estimated cost for first contract year for transportation and digitizing with tagging 240 boxes is:

$101,310.00.

C. Costing for July 1, 2025, through June 30, 2026:

The above estimates are per image and given the following information, estimates per box are also provided:

1. 85% are 8.5 by 11” up to 11 by 17” at $0.16* cents per image.

2. 15% are large site maps at $0.212* cents per image.

3. An average box contains 2500 pages. Using the percentages above, this would total 600,000 images (2500 pages times 240 boxes) with 510,000 being the 85% regular size and 15% being larger size:

4. 510,000 times 0.155 = $81,600.00

5. 90,000 times 0.212 = $19,080.00

6. $81,600.00 + $19,080.00 = $100,680.00 estimated cost to process 240 boxes over the contract period at an average per box cost of $419.50.

7. Twelve Round trips at the cost of $1.28 per mile is $3,840.00 as follows:

Contract Item Units Unit Price Pickup/Delivery Per Mile $ 1.24 Imaging/Indexing – Regular Documents Per Each $ 0.155 Imaging/Indexing – Large Documents Per Each $ 0.206 Secure Shredding (State DAS rate) Per Lb. $ 0.15

Contract Item Units Unit Price Pickup/Delivery Per Mile $ 1.28 Imaging/Indexing – Regular Documents Per Each $ 0.16 Imaging/Indexing – Large Documents Per Each $ 0.212 Secure Shredding (State DAS rate) Per Lb. $ 0.15

8. 520 S. Main St, Akron OH 44311 to 50 W Town St, Columbus OH 43215 is 125 miles by way of Hwy 71.

9. Round trip is 250 miles x $1.28 per mile is $320.00 x 12 round trips = $3,840.00

10. Total estimated cost for first contract year for transportation and digitizing with tagging 240 boxes is:

$104,520.00.

D. Weaver Industries, Inc. will provide secure transportation of the files. Additional round trips and boxes may be arranged per mutual agreement of both Weaver Industries, Inc and Ohio EPA.

XII. DAS SPECIFICATIONS

The State of Ohio Department of Administrative Services Standard Terms and Conditions rev. *03.01.2024, including any subsequent changes, shall govern this work.

XIII. CONTACTS

A. Contractor Contacts

1. Jeff Johnson, Executive Director, (330) 379-3660, jjohnson@weaverindustires.org

2. Kerrina Pettigrew, Records Management GM, (330) 785-8491, kpettigrew@weaverindustries.org

B. OHIO EPA Contacts

1. Adele Vogelgesang, Program Administrator, Division of Surface Water – 614-265-6647, adele.vogelgesang@epa.ohio.gov

2. Joby Jackson, Assistant Chief, Division of Surface Water – 937-285-6029, joby.jackson@epa.ohio.gov mailto:jjohnson@weaverindustires.org mailto:kpettigrew@weaverindustries.org mailto:adele.vogelgesang@epa.ohio.gov mailto:joby.jackson@epa.ohio.gov

COST SUMMARY

OHIO BUYS

PRODUCT

CODE

UNSPSC

CODE ITEM PRICE PER

CRP30742-1 78121603 Transportation Fee $1.28 per mile*

CRP30742-2 81112005 Imaging/indexing-Regular Size Documents, 8.5” x 11” up to 11” x 17”, Estimated number of images 285,000. $0.16 each*

CRP30742-3 81112005 Imaging/indexing-Large Size Documents, Site Maps. Estimated number of images 15,000. $0.212 each*

CRP30742-4 80161508 Secure Document Destruction $0.15 per pound

*Update price list effective 07/01/2025.

CONTRACTOR INDEX

CONTRACTOR AND TERMS: CONTRACT NO: CRP30742

OAKS ID:0000073189

Weaver Industries 520 South Main Street Akron, OH 44311

TERMS: Net 30 Days

CONTRACTOR’S CONTACT:

Kerrina Pettigrew Telephone: (330) 785-8491 Email: kpettigrew@weaverindustries.org mailto:kpettigrew@weaverindustries.org

SUMMARY OF AMENDMENTS

Amendment Number

Effective Date Description

2 07/14/2025

This amendment is issued to update the cost summary page effective 07/01/2025.

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.

CONTRACT FOR: Document Imaging/Indexing/Data Entry