R2000-39 ACCEPTING THE PROPOSAL AND AUTHORIZING A CONTRACT

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� , ImageMax, Inc. (Portland) City of Decatur Scanning Proposal Page 2 of 3 Indexing/Database Population On each aperture card, there is some basic identifying information that allows for retrieval of individual cards. ImageMax proposes a two stage process for creating the database of images and corresponding data. The first indexing pass will be data entry from the aperture card itself. All aperture cards are assigned a number prior to scanning and immediately following scanning, a data entry operator examines the written information on the aperture card and enters it into the database. The second indexing pass requires that each image be viewed so that any information not added to the database from the first pass can be added by viewing the actual drawing. After sampling the cards in the scanning test, we feel that this two-stage methodology is absolutely required. Without this process, the database will be substantially incomplete, and it will be difficult, if not impossible, to retrieve images using the database. Database fields to be populated are assumed to be: Project, Sheet Description, Image Filename. The image database will be delivered in either a ASCII format file, or Microsoft Access97 database file (to be determined by the City). Indexing Cost $ 0.20/card Image Retrieval Software ImageMax specializes in producing custom database applications for engineering customers, such as survey offices and city engineering divisions. We have experience in three application development platforms: Visual Basic, Microsoft Access, or Cold Fusion Application Server (for browser based applications). Without specific requirements for your system, we can only provide an estimate of costs and give an hourly rate for application development. All applications would be multi-user and would not have any "per seat" or"per user" fees. Microsoft Access Retrieval $2,500.00 est. Visual Basic Retrieval $7,500.00 est. Cold Fusion Retrieval $12,500.00 est. Data Entry Module (Microsoft Access) $2,500.00 est. Application Development Rate $150.00/ hour Once specifications are set, a firm quotation can be provided for developing the application of the City's choice. If the City has ODBC compliant drivers for the IBM DB2 database system, it is possible to integrate a windows based application with the City's existing database system. This would be particularly useful in an inter/intranet environment. Implementation Plan Scanning and indexing would be perFormed in phases. The City would need to group batches of similar type cards together and send them to ImageMax for scanning. The batch size is variable, but it is most efficient to provide all of the subdivision cards, for example, at one time to simplify indexing. Once the batch is complete, the cards would be returned to the City.