02-03-2009 Eternal Documents(ATERNALDC)CUMENTS : LLC.
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February 2, 2009
Patty McKenny
Town of Avon
400 Benchmark Rd.
Avon, CO 81620
Dear Patty,
Thank you for the opportunity to help you with the Town of Avon's document scanning
needs. Please find below a listing of our services and our pricing for this initial project.
We priced this on a flat rate based in order to be able get started quickly. For future
projects we can do a flat bid or price it by the page plus prep time.
Services to be delivered by Eternal Documents:
1. Pack up and inventory of all boxes.
2. Checking into our inventory system for temporary storage. This will allow you to call
with requests for documents that we will scan and e-mail to you.
3. Prep of the documents that are to be scanned. This includes removal of staples,
paperclips, unbinding of books and repositioning of post -it- notes, preparing them for
scanning thru our high -speed scanners.
4. Scanning of documents into TIFF format. The files will be named according to the
Laserfiche template we get from Peak Performance. The digital files will be returned in
LaserFche Breifcases.
5. Storage or return of physical and digital files. We will delete the digital files from our
server upon your approval.
Proiect Definition: All documents in binders and bound books for Ordinances, Town
Meeting Minutes, Resolutions, Public Notices and Town Agreements.
Costs and Payment Terms
1. Items 1 -4 above flat bid of $ 2,500.
2. Storage $ 0.63 / month/box, billed 6 months in advance. $50.00/month minimum.
3. Confidential Destruction or Return $ 7.00 per standard banker box
As we move forward with other departments we will do a scope of work and provide you
with pricing either on a flat bid rate or by page and prep time.
I hope this accurately reflects our discussion. If you would like to move forward we
simply need your concurrence below and we will schedule to pick up your binders /books
and get started.
Feel free to call me on my cell at 303 -589 -8113 if you have any questions.
Sincerely,
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no Avon
Bill O'Connell `' �
CEO & Founder Q- U,cC4 -o{ dc�/�c.�16 t " -fiA ezu- j
Eternal Documents, LLC Title
303 - 468 -1880 x11
303 -589 -8113 (cell)
Date