CITY OF SOUTH MIAMI INTER-OFFICE MEMORANDUM TO: FROM: VIA: Hon. Mayor, Vice Mayor and Commissioners Maria M. Menendez, City Clerk Steven Alexander, City Manager RESOLUTION: Date: December 3, 2013 Agenda Item # A Resolution authorizing the City Manager to purchase one Scan Pro 3000 scanner in the amount of $7,890.70 from Broward Microfilm, Inc. for the City Clerk's Office, charging account number 001-1340- 513-4634 (Maintenance Internet Software). REMARKS: Our office IS now III charge of the entire microfilm files consisting of over 800,000 images. For the past couple of weeks, we have not been able to provide service to the numerous requests for these files because our old equipment is out of order, with no way to obtain parts because the equipment is obsolete. We have been researching for a replacement for some time, and we have finally decided to recommend the Scan Pro 3000 which has been provided to us by Broward Microfilm Inc. on a trial basis and we are very satisfied with it. It is also important to note that we have requested quotes for digitizing the enormous amount of images we have on file and we have concluded that acquiring this scanner will result in considerable cost savings (see quote attached). ATTACHMENTS: Resolution Quote for digitizing Quotes for scanner Page 1 ofl
Transcript
CITY OF SOUTH MIAMI INTER-OFFICE MEMORANDUM
TO:
FROM:
VIA:
Hon. Mayor, Vice Mayor and Commissioners
Maria M. Menendez, City Clerk
Steven Alexander, City Manager
RESOLUTION:
Date: December 3, 2013
Agenda Item # ~
A Resolution authorizing the City Manager to purchase one Scan Pro 3000 scanner in the amount of $7,890.70 from Broward Microfilm, Inc. for the City Clerk's Office, charging account number 001-1340-513-4634 (Maintenance Internet Software).
REMARKS:
Our office IS now III charge of the entire microfilm files consisting of over 800,000 images.
For the past couple of weeks, we have not been able to provide service to the numerous requests for these files because our old equipment is out of order, with no way to obtain parts because the equipment is obsolete.
We have been researching for a replacement for some time, and we have finally decided to recommend the Scan Pro 3000 which has been provided to us by Broward Microfilm Inc. on a trial basis and we are very satisfied with it.
It is also important to note that we have requested quotes for digitizing the enormous amount of images we have on file and we have concluded that acquiring this scanner will result in considerable cost savings (see quote attached).
ATTACHMENTS:
Resolution Quote for digitizing Quotes for scanner
Page 1 ofl
1 RESOLUTION NO. ______ _ 2 3 A Resolution authorizing the City Manager to purchase one Scan Pro 3000 4 scanner in the amount of $7,890.70 from Broward Microfilm, Inc. 5 6 WHEREAS, the City Clerk's Office is tasked with working towards a paperless 7 environment; and 8 9 WHEREAS, the City Clerk's Office is now in charge of the microfilm files; and
10 11 WHEREAS, our microfilm equipment which is over 15 years old has been out of service 12 for over two weeks causing a backlog of requests; and 13 14 WHEREAS, the IT Department has been researching for maintenance and parts for the 15 microfilm equipment with no success; and 16 17 WHEREAS, the City Clerk's Office has obtained quotes for a new scanner from 18 different suppliers; and 19 20 WHEREAS, the City Clerk's Office highly recommends the Scan Pro 3000 which we 21 have been able to test for a week on a trial basis. 22 23 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY 24 COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA: 25 26 Section 1. The City Manager is hereby authorized to purchase a Scan Pro 3000 in the 27 amount of $7,890.70 from Broward Microfilm Inc. charging account no. 001-1340-513-4634 28 (Maintenance Internet Software) with an available balance of $55,405. 29 30 Section 2. Severability. If any section clause, sentence, or phrase of this resolution is for 31 any reason held invalid or unconstitutional by a court of competent jurisdiction, the holding shall 32 not affect the validity of the remaining portions of this resolution. 33 34 Section 3. Effective Date. This resolution shall become effective immediately upon 35 adoption by vote of the City Commission. 36 37 PASSED AND ADOPTED this __ day of ,2013. 38 39 ATTEST: APPROVED: 40 41 42 43 CITY CLERK MAYOR 44 45 READ AND APPROVED AS TO FORM, COMMISSION VOTE: 46 LANGUAGE, LEGALITY AND Mayor Stoddard:
Page 1 of2
1 2 3 4
EXECUTION THEREOF
CITY ATTORNEY
Vice Mayor Liebman: Commissioner Newman: Commissioner Harris: Commissioner Welsh:
Page 2 of2
Broward Microfilm, Inc. 4080 S.W. 30th Ave Ft. Lauderdale, FL. 33312-6820 (954)584-8656
Name 1 Address
City of South Miami Maria Menendez
. Description
Microtiche Digitizing Plans - Price includes indexing Microfiche Digitizing Permits - Price includes indexing
This is an estimate. Contract pricing will be provided upon test sample.
This quote is valid for 30 days from the date of the quote.
Eleana Waag [[email protected]] Tuesday, November 26, 2013 3:42 PM Menendez, Maria M. Fernandez, Lidia; 'Rick Kennedy' Estimate 2007551 from Broward Microfilm, Inc. Est_2007551_from_Broward_MicrofilmJnc._2996.pdf
Please review the estimate below. Feel free to contact us if you have any questions.
We look forward to working with you.
Sincerely)
Broward Microfilm) Inc.
1
Broward Microfilm, Inc. 4080 S.W. 30th Ave II tlll~1111111 BMI Ft. Lauderdale, FL. 33312-6820 (954)584-8656
~t~~~~I~ ~ !! ~ , ." "
I , ~ Content Management Solutions
Name 1 Address
City of South Miami Maria Menendez
Description
Scan Pro 3000 w/PowerScan Software, Install CD, Scanner-to-PC Cable, Firewire Card, OCR Word searchable PDF, single page, powered by ABBYY 7x to 54x Zoom Lens Fiche/Aperture Card Carrier Freight
Price includes installation, training and (J) year maintenance.
This quote is valid for 30 days fi'om the date of the quote.
The Scan Pro 3000 microfilm scanner features a 26 megapixel camera, nearly twice the optical resolution of any microfilm scanner, which provides customers with exceptional image quality never before seen in the micrographics industry. The optical resolution is over SOOdpi on a letter page and saved files are both archival-quality and small in size.
24" LCD Monitor (optional) shown with Ultra High Definition newspaper Image
image data microfilm scanners
With a single click, the on-screen magnifier lets you view text and image detail at up to 800%.
"TURANDOT." Beth Greenberg has entirel redirected the New York City Opera's 1971
*actual scanned image segments
Shown with Combination Fiche, and Motorized 16/35mm Film Carrier
Bringing Ultra High Definition to Microfilm
The Scan Pro microfilm scanners are chosen by universities, libraries, and corporations around the world for their ease of use, performance and value. The Scan Pro microfilm scanners receive high praise for their cutting-edge design and the powerful software capabilities that have revolutionized the way patrons and researchers work with microfilm.
Easy to Use
The ScanPro 3000 software is an intuitive Windows® computer application with familiar icons and text labels that reduces the learning curve for both occasional and first time users. The customizable interface keeps the tool bar simple by allowing for the selection of just the controls needed for your application. To get started, just CLICK the Film Selection Wizard to automatically set up your scanner. Then use the interactive on-screen help menu, always at your fingertips, to provide details on how to use any button control.
Performance
Small and compact, the ScanPro 3000 fits almost anywhere and it is whisper quiet. Our patented FOCUS-Lock technology keeps your microfilm image always in focus so you can complete look ups and research quickly and efficiently. And, the combination carriers, considered the best in the industry, are easy and fast to operate and make it possible to precisely position your film image on the view screen.
Value
The ScanPro 3000 keeps the same· sleek and durable design as you have come to expect from the ScanPro series. It is designed and built to stand up to the rigors of public use by incorporating heavy gauge steel throughout for long term reliability. It is not unusual to find ScanPro scanners with over 1,000,000 scans and working just like new.
The Scan Pro products have a proven track record of performance and reliability backed by factory trained and certified dealers.
Film Illumination: Optical green LEOs (lifetime warranty):' Image Capture Speed: One second. , ,.
Operating Systems 32/64: Xp, Vista, Win 7, Win 8. Dimensions [HxWxL]; 7.,5"x12"x16" (19cm x,3.1cm x 41cm).
Power: LocaiAC Weight:19.5Ibs (9kg). 'Interface: High speed firewire (includes card); Warranty: One year. Energy Star (labeled): Registered. Safety Approvals (labeled): UL, CSA, CEo Emission Approvals (labeled): FCC.
1.00 CM·INSTALL·LV1 Installation and Training. Level 1 • up to one day onsite
1.00 CM·LABOR Additional day training. per day
1.00 WWL·USCANR·AURUP 9 Month Auto Unit Replacement Warranty· Rollfllm • warranty uplift to one year
1.00 WWL·USCANSWPMCUP 9 Month Software Support Contract· warranty uplift to one year
1.00 WWL·SOFTUPGD Software Upgrade to Current/Final Version· Includes 1 year support
1.00 WWL·SOFTSUPP Software Support· Telephone per hour· minimum 1/2 hour
I Terms Equipment: 1/2 down with order, net delivery or Net 30 days on approved credit only.
FOB: Frederick, Maryland or San Dimas, California depending on shipping point. Freight Is pre·paid and billed.
Warranty: 90 Days parts and Labor.
I Two to five year leasing options available upon request.
Quoted prices are USD.
Delivery within 1·3 weeks of valid purchase order.
Notes
THANK YOU FOR YOUR BUSINESSI
www.TheCrowleyCompany.com
;: (~.'(Jl1lfqost,'·
9,450.00
900.00
1,350.00
500.00
275.00
·945.00
TOTAL
1,000,00
1,000,00
1,000.00 1800.00
"':',':Un~<::O$I"""'," 1,900.00
1,000.00
1,050.00
375.00
1,750.00
400.00
I
I
'TotaIC()$t::,;··"
$ 9,450.00
$ 900.00
$ 1,350.00
$ 500.00
$ 275.00
$ (945.00)
$ 11,530,00
$ 1,000.00
$ 1,000.00 $ 1,800.00
Ii: " i:To,tal 9?~t
$ 1,900.00
$ 1,000.00
$ 1,050.00
$ 375.00
$ 1,750.00
$ 400.00
UF-SERIES
KEY FEATURES
Designed for Public Use Walk-up scanner with sturdy construction, customizable interface, Kensington lock security, whisper-quiet operation, optional pay-per-use interface and low maintenance requirements. Ideally suited to library, office and museum applications.
On-demand Multi-format Scanning Digitizes roll microfilm, microfiche, aperture cards, microcards and photographic slides/negatives with icon-driven touch-screen interface
Scan, Print or Save in color, grayscale or bi-tonal
Learn-As-You-Go Auto Focus Increase efficiency as the UScan learns favorite focus and zoom positions to speed up image access, review and output
User-defined Quick Start Window Customize start-up settings specific to the type of in-house media for improved efficiency
One-button Instant Capture Automatically detect and save frames on the film
Flexible Output Options Save files to local USB or flash drive; print to hard copy; output to cloud, CD/DVD (UScan+) and email
Interlibrary Loan {ILL) Compatible Fully-compatible with ILL document delivery service
Searchable Text (OCR) and Annotation Output A valuable option on the UScan/UScan+
RapidScan Option Fully-automatic motorized film advance and frame detection for batch scanning
The UScan UF-Series embodies economy of scale with its ability to read, scan, print, email and save images from
roll microfilm, microfiche, microcards, aperture cards and photographic materials. Taking the place offour separate scanners and incorporating the production-level technology that has raised Crowley's Wicks and Wilson and Mekel
Technology brands to premier status in the archive industry, the UF-Series design and multiple-use functions create an ideal unit for public access, walk-up patron and light preservation use. Scans in color, grayscale and bi-tonal.
TECHNICAL SPECIFICATIONS
UScan UScan+
Dell PC03 - Configuration - Dell 9010 AIO touch Uscan and C400 (high volume use of C400 use Dell PC01)
OptiPlex 9010 AII-in-One with fixed 1.3MP Webcam, CT
4GB, NON-ECC, 1600MHZ DDR3, lDIMM
8X Slim line DVD-ROM with CyberLink, No Media
Microsoft® Office Trial
3 Year ProSupport with 3 Year NBD Limited Onsite Service After Remote Hardware Support Services
Diagnosis
System Recovery Recovery Media for Windows 8®, 64bit, Multiple Language
Monitors 23-inch WLED Full-HD AII-in-One Display
Graphics Cards
Boot Hard Drives
Keyboard
Mouse
Documentation
Ship Packaging Options
LCD
Stand
Power Supplies
Resource DVD
Intel® Integrated Graphics HDMI/VGA
250GB 3.5" SATA 6Gb/s with 8MB DataBurst Cache™
Dell KM632 Wireless Keyboard and Mouse, Windows® 8
Wireless Mouse included with Wireless Keyboard Selection
Documentation English and French
Shipping Material for System, AIO
23" Integrated WLED Full HD Capacitive Touch Screen
OptiPlex 9010 AII-in-One with Integrated Stand
OptiPlex 901 AII-In-One w/up to 90% Efficient PSU, Touch with Camera
Resource DVD - contains Diagnostics and Drivers for Window 8 systems
Wicks and Wilson
Recommended PC Specifications
UScan Minimum Recommended
Processor Intel Core2 Duo 2.4 GHz Intel Core i5
Memory 2GBytes 4Gbytes
Monitor 1080x768 Full Color 23" Touchscreen 1920x1080 Full Color
DVD drive Yes. Required for installation of the UScan software
Interface USB 2.0 Hi-speed 480 MHz
Operating System Windows 7 Professional (32 bit or 64 bit) Windows XP Professional (32 bit or 64 bit)
Windows 8 ( 32 bit or 64 bit) Intel processor
Issue 2.11 (30-7-12) Page 1 of 9
The Crowley Company
AUR Maintenance Terms and Conditions
I. This AUR Maintenance plan is limited to the replacement of the registered product at the sole
discretion of Crowley. Should the product be found to be defective after phone or webinar analysis,
Crowley will replace it with a functionally equivalent unit.
II. This AUR Maintenance plan applies to products purchased as new; either direct or through an
authorized distributor only and does not include accessories unless they were originally purchased on
the same order. It does not exteAd to any Product which, in the sole judgment of Crowley, has been
subjected to abuse, misuse, neglect, improper hardware or software installation or configuration,
improper handling or storage, damage caused by natural or man-made disasters, or any damage due to
but no limited to:
(a) Any catastrophic event independent of normal functioning of the hardware such as flooding or other
water damage, fire, transient power surges or insufficient line voltage (brown-out) or any event
characterized as an "Act of God" causing damage to the Hardware damage
(b) Caused by a software virus obtained from 3rd party software
(c) A failure to follow instructions contained in the Product manual or other documentation provided
with the Product.
The AUR Maintenance plan is void if:
(a) The housing of the Product is opened by anyone other than Crowley's repair department or
authorized repair centers
(b) The Product is modified or disassembled by anyone other than Crowley's repair department or under
supervision by an authorized Crowley support specialist
(c) The serial number of the Product is removed or unable to be deciphered.
(d) The product is damaged in shipping due to poor packaging by the customer.
III. In all cases, Crowley has the right to test and inspect the faulty Product and if in the sole judgment
of Crowley the faulty Product is found not to be covered under this rapid replacement plan (or found
not to be faulty), Crowley will invoice accordingly (including, but not limited to charging a shipping
and/or service fee).
Menendez. Maria M.
From: Sent: To: Cc: Subject: Attachments:
Maria,
Sean McCabe [[email protected]] Monday, September 09,20139:11 AM Menendez, Maria M. Fernandez, Lidia; idc UScan+ Universal Film Scanner City of South Miami City Clerk - WWL UScan+ Rollfilm Quote 09092013-CSMCC001.pdf; UScan Universal Film Scanner Series (+) 2013.pdf; Dell PC03 2013.pdf; UScan Minimal and Recommended PC Specs. pdf; Crowley AUR Maintenance Terms and Conditions. pdf
Good morning. Attached you will find your quote for the Wicks and Wilson UScan+ Universal Film Scanner recommended by Art. In talking with our GSA vendor late Friday, it appears that since the UScan+ is brand new to market due to be released in about 2 weeks, it is not yet listed on the GSA schedule. For budgetary purposes, I have given you a 10% discount which more than accommodates for the typical 6-6.5% GSA discount. By the time you make your actual purchase, we can revise the quote accordingly with GSA pricing if necessary.
The UScan and its software are easy-to-use, configurable for your needs and designed to be used with a touchscreen, but can be driven by a standard PC with keyboard and mouse. Again, for a closer look, check out this video on our Crowleyscans YouTube channel: http://goo.gI/31wmg.WeofferaDeIlAIl-ln-OnetouchscreenPCfortheUScan,as shown in the video and attached Dell PC03 specs, or you can provide your own, see attached Minimal and Recommended PC Specs. We also offer additional software options ... RapidScan, for automatic scanning of roll film, and OCR (Optical Character Recognition), for creation of text searchable PDF, DOC and TXT files.
I have included the most commonly purchased installation/training and maintenance options, but you have other options available, as shown at the bottom of your quote. Our extended AUR (Auto Unit Replacement) warranty and software support provide unlimited telephone and web support for the hardware and software and if you have an issue with the scanner, we just swap it out for you ... no waiting for a technician to come onsite and less down time. See attached Crowley AUR Maintenance Terms and Conditions for details.
Please let me know which options you'll need and we can revise the quote accordingly. Don't hesitate to contact me should you have any questions. I look forward to hearing back from you.
Thank you, Sean
Sean McCabe Business Development The Crowley Company 5111 Pegasus Court, Suite M Frederick, MD 21704 240-215-0224 ext. 206 202-288-5720 mobile 240-215-0234 fax [email protected] http://www.thecrowleycompany.com
1
UF-SERIES
KEY FEATURES
Designed for Public Use Walk-up scanner with sturdy construction, customizable interface, Kensington lock security, whisper-quiet operation, optional pay-per-use interface and low maintenance requirements. Ideally suited to library, office and museum applications.
On-demand Multi-format Scanning Digitizes roll microfilm, microfiche, aperture cards, microcards and photographic slides/negatives with icon-driven touch-screen interface
Scan, Print or Save in color, grayscale or bi-tonal
Learn-As-You-Go Auto Focus Increase efficiency as the UScan learns favorite focus and zoom positions to speed up image access, review and output
User-defined Quick Start Window Customize start-up settings specific to the type of in-house media for improved efficiency
One-button Instant Capture Automatically detect and save frames on the film
Flexible Output Options Save files to local USB or flash drive; print to hard copy; output to cloud, CD/DVD (UScan+) and email
Interlibrary Loan (ILL) Compatible Fully-compatible with ILL document delivery service
Searchable Text (OCR) and Annotation Output A valuable option on the UScan/UScan+
RapidScan Option Fully-automatic motorized film advance and frame detection for batch scanning
The UScan UF-Series embodies economy of scale with its ability to read, scan, print, email and save images from
roll microfilm, microfiche, microcards, aperture cards and photographic materials. Taking the place offour separate
scanners and incorporating the production-level technology that has raised Crowley's Wicks and Wilson and Mekel
Technology brands to premier status in the archive industry, the UF-Series design and multiple-use functions create an ideal
unit for public access, walk-up patron and light preservation use. Scans in color, grayscale and bi-tonal.
SERVICE AGREEMENT: ALL INCLUSIVE EXTENDED 15 MONTH - ACCEPTED D DECLINED 0 90 DAY WARRANTY (DEFECTIVE PARTS ONLY) AND 12 MONTH - ACCEPTED D DECLINED 0
SPECIAL INSTRUCTIONS: THE UNDERSIGNED AGREES TO TERMS AND CONDITIONS AS SHOWN
BY TITLE
2100 Park Central Blvd N. - Suite 300 - Pompano Beach, FL 33064 Phone: 954-978-9900
$6,900.67 $6,900.67
$1,833.02 $1,833.02
$400.00 $400.00
$1,450.00 $1,450.00
$10,583.69
EXEMPT
$140.00
$10,723.69
DATE
1 SL .. Touch for SL 1000 Setup It is necessary to install'SL-Touch for SL 1 000' in the Personal Computer beforehand to display the image and to take it with a Personal Computer connected with SLl 000. This chapter describes the system requirements of the Personal Computer and the installa,tion procedure of'SL-Touch for SLIOOO'.
1.1 Trademark Aclmowledgments IBM and 1MB PC/AT are registered trademarks ofInternational Business Machine Corporation. Microsoft, Windows, Windows Vista and Windows 7 are registered trademarks of Microsoft Corporation.
All other brand or product names are trademarks or registered trademarks oftheir respective companies or organizations
1.2 System environment
3-2
The following are the minimum system requirements for the computer connected to the Scanner to install the Driver. The operator should be completely familiar with basic Windows operations.
Computer Compatible with IBM PCI AT
OS Windows 7: 32 bit, 64 bit Windows Vista: 32 bit, 64 bit SP2 or latcr
CPU INTEL Core i7 or more
Memory 4GB 01' more
I-lard disk drive 1GB of available hard-disk space
Interface Hi-Speed USB 2.0
Optical disc drive CD-ROM drive
Display Display that has screen resolution (1,280 x 1,024 or more)
R dd ecommen e sys em requirements
CPU INTEL Core i7 2.93GHz faster
Memory 4GB Ol'more f-- -Hard disk drive SAT A3 7200)"pm 32MB or more
Video Card GeForce GT430 1GB or more
Display Display that has screen resolution (1,920 x 1,080)
Touch Panel Toueh Panel corresponding to a multi touch 01' display equipped with a Touch Panel
NOTE / It is necessary to use the display corresponding to the multi touch to enlarge the display image by the zoom operation of the Touch Panel with Windows 7.
I<ONICA MINOLTA
• FASI 1-SECOND PREVIEW AND SCANNING IN COLOR OR B&W • EASY-TO-USE CONTROLS, ENERGY-EFFICIENT OPERATION
