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Res 087-2010 7/20/2010 RESOLUTION No. 87-2010 Resolution Authorizing the City Manager to execute all documents necessary to accept the proposal of MCCi to provide for the Purchase And Installation Of A Laserfiche Document And Records Management System And One Year Of Support In The Amount Of $92,830.52, With Options For Additional Services Up To $44,712.58 WHEREAS, the City's 2009-2010 budget included $165,000.00 to purchase a state of the art records management system, and the City determined that said item could be purchased through the competitive sealed proposal procedure; WHEREAS, proposals were received for the purchase of this software and installation services; and WHEREAS, City Council finds (1) this is a high technology purchase, (2) the competitive sealed proposal procedure provides the best value for the City herein, (3) the request for proposals and proposal complied with all prerequisites of Texas Local Gov't Code Chapter 252 for this purchase, and (4) the proposal of MCCi described in this resolution is the most advantageous to the City, considering the relative importance of price and the other evaluation factors included in the request for proposals. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WICHITA FALLS, TEXAS, THAT: The City Manager is authorized to execute all documents necessary to accept the proposal of MCCi, in an amount not to exceed $92,830.52, for the purchase and installation of a LaserFiche Document And Records Management System and one year of support, and is further authorized to execute all documents necessary to purchase additional support of said product, in an additional amount not to exceed $44,712.58, with all documents to be in a form approved by the City Attorney. PASSED AND APPROVED this the 20 day of July 2010. �� MAYOR ATTEST: � � C y Clerk r. . Contract for Laserfiche Software and Services Document and Records Management System Submitted to: Wichita Falls, TX all ........,, Ake 4 516, TEXAS Submitted by: • MC C 1 A subsidiary of Municipal Code Corporation41,1( LASERFICHE SOFTWARE QUOTATION SHEET DIR-SDD-980 *Please check all boxes below for options desired. DIR-SDD- DOCUMENT MANAGEMENT SOFTWARE AND USERS Qty Cost 980 Total [J1 Avante Server Records Management Edition for MS SQL 1 $11,000.00 $10,446.70 $10,446.70 DoD 5015.2 Certified • LF Full Named User 20 $500.00 $474.85 $9,497.00 Includes Snapshot, Email, and Workflow O Web Access, 20%Add On to All Named Users 20 $100.00 $94.97 $1,899.40 • LF Advanced Audit Trail, 20%Add On to All Named Users 20 $100.00 $94.97 $1,899.40 ▪ LF Scanconnect 5-pack 1 $660.00 $626.80 $626.80 Document Management Software and Licenses Total $24,369.30 WEB TOOLS • Laserfiche Starter Public Portal 1 $15,000.00 $14,245.50 $14,245.50 Includes Weblink and 10 Retrieval Connections BATCH PROCESSING MODULES Quickfields is licenses per machine • Quickfields 1 $595.00 $565.07 $565.07 O Zone OCR and Validation Package 1 $2,795.00 $2,654.41 $2,654.41 Includes Zone OCR and Pattern Matching Real Time Look Up and Validation Package 1 $595.00 $565.07 $565.07 Includes Real Time Look Up and Pattern Matching • QF Import Agent 1 $1,495.00 $1,419.80 $1,419.80 Batch Process Modules Total $5,204.36 3rd PARTY INTEGRATION TOOLS • Datallow Affinity Integration (26 to 50 users) 1 $4,000.00 $3,798.80 $3,798.80 • Datallow Affinity Integration (26 to 50 users)Support 1 $800.00 $800.00 $800.00 O Set Up and Configuration 1 $2,100.00 $2,021.25 $2,021.25 Integration Tools Total $6,620.05 Laserfiche Software • ANNUAL SOFTWARE SUPPORT- BASIC LSAP • Avante Server Records Management Edition for MS SQL 1 $2,200.00 $2,200.00 $2,200.00 DoD 5015.2 Certified • LF Full Named User 20 $100.00 $100.00 $2,000.00 Includes Snapshot, Email, and Workflow 2 Web Access, 20%Add On to All Named Users 20 $20.00 $20.00 $400.00 • LF Advanced Audit Trail, 20%Add On to All Named Users 20 $20.00 $20.00 $400.00 • LF Scanconnect 5-pack 1 $132.00 $132.00 $132.00 Q Laserfiche Starter Public Portal 1 $3,000.00 $3,000.00 $3,000.00 Includes Weblink and 10 Retrieval Connections • Quickfields 1 $120.00 $120.00 $120.00 • Zone OCR and Validation Package 1 $560.00 $560.00 $560.00 Includes Zone OCR and Pattern Matching ▪ Real Time Look Up and Validation Package 1 $120.00 $120.00 $120.00 Includes Real Time Look Up and Pattern Matching ▪ QF Import Agent 1 $390.00 $390.00 $390.00 O First Year Managed Services for Workflow 1 $4,500.00 $4,331.25 $4,331.25 • First Year Managed Services 1 $1,485.00 $1,429.31 $1,429.31 Annual Support Total $15,082.56 For budgetary purposes, the Client should include$15548.6625 in annual budget for renewal of LSAP and Managed Services of the above quoted software. MCCi PROFESSIONAL SERVICES Q GAP Analysis for City Secretary and Municipal Courts, per day 2 $2,500.00 $2,406.25 $4,812.50 [J1 Vital Records Department"Proof of Concept", up to 4 hours No Charge Includes testing Laserfiche through the user of Quick Fields and/or Affinity with Birth and Death Records so that Wichita Falls Vital Records will understand exactly how their records would be utilized within Laserfiche. Upon completion of this Proof of Concept, Wichita Falls will have the option to approve the addendum to add Vitals as part of the system implementation. 2 Basic Onsite Installation &Training of software, per day 3 $2,100.00 $2,021.25 $6,063.75 Workflow training excluded. Travel expenses included. Training will be for the Municipal Court and City Secretary O Business Process Analysis-Workflow Configuration 1 $9,800.00 $9,432.50 $9,432.50 ▪ MCCi Project Management Services $7,000.00 Total Project Cost $92,830.52 PAYMENT& BILLING TERMS MCCi will invoice the first 25%of the total contract amount upon receipt of signed contract. The second 25%will be billed upon delivery of the Gap Report. The third 25%will be billed upon delivery and installation the software. The final 25%will be billed upon completion of training and acceptance of final punch list (must be within scope). The final punch list will be agreed upon with MCCi staff within 21 days of completion of onsite services. Should delivery of certain software/services be delayed based on mutual agreement, billing terms may be adjusted accordingly. Payment will be due upon receipt of an invoice. Laserfiche Software . ' • BUSINESS PROCESS ANALYSIS-LASERFICHE WORKFLOW 0 Workflow Configuration Training Included MCCi will work with the Client to automate a single defined process based on an agreed upon Measurement of Success (MOS). Client Deliverables • Provide MCCi with a mapped out/narrative of specified business process • Define each resource and activity of the business process • Define the Measurement of Success • Appointment of Workflow Administrator • Metadata requirements • Sample reports from this process • IT resources • Test Database(client has it or MCCi sets one up) MCCi Deliverables • Up to 2 days onsite with MCCi Project Manager • Install and integrate Laserfiche Workflow with current Laserfiche system • MCCi project manager to assist with identifying the MOS • Working Workflow process based on defined MOS • Define and Set up metadata structure to support the specified workflow process • Define security to support the specified workflow process • Project Management services up until MOS signoff • Workflow Managed Services for up to 30 days past MOS signoff date • Workflow Administrator Training • Workflow definitions report—initial and editable draft Measurement of Success (MOS): Based on MCCi's experience,a pre-requisite for providing and/or receiving consulting services is to jointly define a MOS. The MOS will address the desired outcome of the workflow configuration and will be based primarily on the defined resources/activities provided by the client. A typical initial workflow configuration falls within scope listed below. If these levels are exceeded the business process will be broken down to stay within the scope of services to be offered herein. Process Symbols Maximum of 10 Decision Gateways Maximum of 10 Interaction with external data sources None Interaction with external data sources is not funded through this package Document instance per process action 1 Bulk processing is not funded through this package Custom Scripts None Custom Scripts are not funded through this package. Workflow process must lend itself to configuration within the Laserfiche Routing, Laserfiche Activities and General Activities of the Workflow Designer Toolbox. MCCi's Laserfiche Workflow Configuration Training service is designed to be highly collaborative.The primary end goal is for the client to have a trained Workflow Administrator and an initial business process(or one portion of a complex process)configured based on the defined MOS. As a prerequisite,the client's Workflow Administrator should be a business process savvy individual with good technical skills.This person will be capable of handling future workflow configurations, including any modifications needed to the configuration of the specified business process. Laserfiche Software • LASERFICHE FOR VITAL RECORDS OPTION QUOTATION SHEET DIR-SDD-980 *Please check all boxes below for options desired. DIR-SDD- OPTIONAL SOFTWARE AND SUPPORT Qty Cost 980 Total ❑ Avante Additional Repository 1 $1,000.00 $949.70 $949.70 ❑ Avante Additional Repository Support 1 $300.00 $300.00 $300.00 ❑ LF Full Named User 2 $500.00 $474.85 $949.70 Includes Snapshot, Email, and Workflow ❑ LF Full Named User Support 2 $100.00 $100.00 $200.00 Includes Snapshot, Email, and Workflow ❑ Web Access, 20%Add On to All Named Users 2 $100.00 $94.97 $189.94 ❑ Web Access, 20%Add On to All Named Users Support 2 $20.00 $20.00 $40.00 ❑ LF Advanced Audit Trail, 20%Add On to All Named Users 2 $100.00 $94.97 $189.94 ❑ LF Advanced Audit Trail, 20%Add On to All Named Users Support 2 $20.00 $20.00 $40.00 ❑ Basic Onsite Installation &Training of software, per day 1 $2,100.00 $2,021.25 $2,021.25 Workflow training excluded. Travel expenses included. Training will be scheduled in conjunction with the main project Vitals Department Total $4,880.53 PAYMENT& BILLING TERMS If the City of Wichita Falls decides to proceed after the Vital Records Proof of Concept,this will be added to the final 25%milestone. Loserfiche Software LASERFICHE SOFTWARE QUOTATION SHEET *Please check all boxes below for options desired. MCCi PROFESSIONAL SERVICES Q GAP Analysis, 3-5 Days $7,218.25-$12,031.25 The MCCi Gap Analysis is performed by CDIA-certified MCCi professionals. The CDIA(Certified Document Imaging Architect)is awarded after a comprehensive and rigorous exam focused on a broad spectrum of document and records management objectives. The MCCi Gap analysis is the study of the differences between two different information systems or applications,often for the purpose of determining how to get from one state to a new state.A gap is sometimes spoken of as"the space between where we are and where we want to be."Gap analysis is undertaken as a means of bridging that space. MCCi offers Gap analysis to new and existing MCCi customers,both with similar deliverables. This Gap Analysis will be utilized to examine the current manner in which City of Wichita Falls is utilizing the legacy Alchemy imaging system. Then develop a roadmap for departments to move towards Texas State Library compliance. This will include how they will interact with the current Laserfiche system being deployed in Wichita Falls as well as future recommendations to begin imaging records. The City of Wichita Falls does not plan on purchasing licenses for every department in Laserfiche at this time,thus the purpose of this Gap is to also recommend the process for them to get records or metadata pointers to physical records into Laserfiche. The Gap will define recommended processes,staff involvement,and future plans. Deliverables: The gap analysis process involves determining,documenting and approving the variance between business requirements and current capabilities. MCCi takes it a step further by providing recommendations and an action plan. The final deliverable is a report which will detail the following: •A summary of the current document flow path,with recommended changes/requirements •Equipment,software,and staffing recommendations •Storage needs for each department •Recommendations on the timing of phasing in departments(based on needs/complexity) •Implementation plan PAYMENT& BILLING TERMS MCCi will invoice fifty percent(50%)of the total contract amount upon receipt of the signed contract. Balance of Gap Analysis will be invoiced and billed upon delivery of the Gap Report. Balance of total project will be invoiced and billed upon completion of installation. Sales Tax will be included where applicable. Payment will be due upon receipt of an invoice. Laserfiche Software f. • • OPTIONAL LASERFICHE SOFTWARE QUOTATION SHEET-HUMAN RESOURCES *Please check all boxes below for options desired. DIR-SDD- DOCUMENT MANAGEMENT SOFTWARE AND USERS Qty Cost 980 Total ❑ LF Full Named User 12 $500.00 $474.85 $5,698.20 Includes Snapshot,Email, and Workflow ❑ Web Access, 20%Add On to All Named Users 12 $100.00 $94.97 $1,139.64 ❑ LF Advanced Audit Trail, 20%Add On to All Named Users 12 $100.00 $94.97 $1,139.64 Document Management Software and Licenses Total $7,977.48 ANNUAL SOFTWARE SUPPORT- BASIC LSAP ❑ LF Full Named User 12 $100.00 $100.00 $1,200.00 Includes Snapshot,Email,and Workflow ❑ Web Access, 20%Add On to All Named Users 12 $20.00 $20.00 $240.00 ❑ LF Advanced Audit Trail, 20%Add On to All Named Users 12 $20.00 $20.00 $240.00 Annual Support Total $1,680.00 For budgetary purposes, the Client should include$1764 in annual budget for renewal of LSAP and Managed Services of the above quoted software. MCCi PROFESSIONAL SERVICES ❑ GAP Analysis, per day 1 $2,500.00 $2,406.25 $2,406.25 ❑ Basic Onsite Installation &Training of software, per day 1 $2,100.00 $2,021.25 $2,021.25 Workflow training excluded. Travel expenses included. ❑ MCCi Project Management Services $1,600.00 Total Project Cost $15,684.98 PAYMENT& BILLING TERMS MCCi will invoice fifty percent(50%)of the total contract amount when the Gap Analysis is scheduled. Balance will be invoiced and billed upon completion of installation and training. Sales Tax will be included where applicable. Payment will be due upon receipt of an invoice. Laserfiche Software •r.• . • OPTIONAL LASERFICHE SOFTWARE QUOTATION SHEET-FINANCE DEPARTMENT *Please check all boxes below for options desired. DIR-SDD- DOCUMENT MANAGEMENT SOFTWARE AND USERS Qty Cost 980 Total ❑ LF Full Named User 8 $500.00 $474.85 $3,798.80 Includes Snapshot, Email, and Workflow ❑ Web Access, 20%Add On to All Named Users 8 $100.00 $94.97 $759.76 ❑ LF Advanced Audit Trail, 20%Add On to All Named Users 8 $100.00 $94.97 $759.76 Document Management Software and Licenses Total $5,318.32 ANNUAL SOFTWARE SUPPORT- BASIC LSAP ❑ LF Full Named User 8 $100.00 $100.00 $800.00 Includes Snapshot,Email, and Workflow ❑ Web Access, 20%Add On to All Named Users 8 $20.00 $20.00 $160.00 ❑ LF Advanced Audit Trail, 20%Add On to All Named Users 8 $20.00 $20.00 $160.00 Annual Support Total $1,120.00 For budgetary purposes, the Client should include$1176 in annual budget for renewal of LSAP and Managed Services of the above quoted software. MCCi PROFESSIONAL SERVICES ❑ GAP Analysis, per day 1 $2,500.00 $2,406.25 $2,406.25 ❑ Basic Onsite Installation &Training of software, per day 1 $2,100.00 $2,021.25 $2,021.25 Workflow training excluded. Travel expenses included. ❑ MCCi Project Management Services $1,250.00 Total Project Cost $12,115.82 PAYMENT&BILLING TERMS MCCi will invoice fifty percent(50%)of the total contract amount when the Gap Analysis is scheduled. Balance will be invoiced and billed upon completion of installation and training. Sales Tax will be included where applicable. Payment will be due upon receipt of an invoice. Laserfiche Software • • MCCI SAMPLE PROJECT OUTLINE Phase Description Wichita Falls Teams MCCI Team Complete:days after PO receipt 1 Handoff Call Project Team Project Manager Scheduled after eceipt of PO 2 I GAP Analysis Project Team and Dept Heads Project Manager Scheduled 30- involved in initial implementation 60 days after Handoff call 3 1 Project Management Project team Project Manager Between Gap Analysis and Training 4 1 Business Process Analysis Project team Project Manager Between Gap (Workflow) Analysis and Install/Training. *Timing depends on identification of workflow process and can fluctuate depending on priorities of Wichita Falls project scheduling. 5 'Installation IIT (Project Manager 130-60 days after GAP Analysis *The majority of the installation would be completed remotely prior to onsite training. 6 1 Training IIT and End Users (Project Manager I30-90 days after GAP Analysis Laserfiche Software DEFINITION OF SERVICES&SOFTWARE MCCi Professional Services MCCi prides itself in providing high quality professional services and support. Each member of the tech department is sent to our teaming partners' headquarters to become a certified software technician. Providing the most advanced level of tech support via the web,e-mail and phone,you can rest assured that MCCi will provide you with superior installation,training and support services. Our clients can rely on us to provide a continual flow of information through our technical bulletins and newsletters. Gap Analysis The MCCi Gap Analysis is performed by CDIA-certified MCCi professionals. The CDIA(Certified Document Imaging Architect) is awarded after a comprehensive and rigorous exam focused on a broad spectrum of document and records management objectives. The MCCi Gap analysis is the study of the differences between two different information systems or applications, often for the purpose of determining how to get from one state to a new state. A gap is sometimes spoken of as"the space between where we are and where we want to be." Gap analysis is undertaken as a means of bridging that space. MCCi offers Gap analysis to new and existing MCCi customers, both with similar deliverables. New customers may be totally new to Records Management/Document Management, or could be transitioning from one system to another. Either way,gap analysis not only serves the consulting needs of a project, but can also mitigate many risks that are inherent and in a new project. Risks such as scope creep, unforeseen needs(people, conversions, integrations, equipment), and unknown stakeholders, can be identified and cleared up in the very beginning of the project. Existing customers consider gap analysis when looking to expand their system into other departments or enterprise wide. It is also a great opportunity to investigate and report on how the system is being used vs. how it was intended to be used -with the result being a plan of action. Deliverables:_ The gap analysis process involves determining, documenting and approving the variance between business requirements and current capabilities. MCCi takes it a step further by providing recommendations and an action plan. The final deliverable is a report which will detail the following: • A summary of the current document flow path,with recommended changes/requirements • Equipment, software,and staffing recommendations • Storage needs for each department • Recommendations on the timing of phasing in departments(based on needs/complexity) • Implementation plan The amount of time/cost of a gap analysis is dependent upon the system size and number of departments to be involved. Laserfiche Software • r • ' MCCi Project Management Services • MCCi Project Management services are overseen by CDIA-certified MCCi professionals. MCCi administers these services and concentrates on defining business requirements and the deliverables that follow. Initial Implementation-The assigned MCCi Project Manager will perform a remote pre-installation solution development plan including configuration of security rules for the Client prior to installation and training. This consultation will include a review of current document organization and retrieval practices to determine desired indexing methods, as well as other basic system set up needs. Once this information has been gathered and provided to the MCCi project manager,the basic folder structure, document naming scheme,scheme, and template set-up will be configured prior to onsite training. Project Management Services may also be included for special projects, remote training, as well as specific departmental needs. Future Implementations(additional software)—MCCi Project Management services may be included to provide remote training and/or installation,template creation, specific consultation needs such as security set up, or others needs related to adding additional software and/or departments for the defined project. These services are included to ensure the Client is prepared for the final project implementation. Laserfiche Software ., r •Laserfiche Support When you become a client of MCCi,you gain much more than just a new product. You gain a relationship between our staff and your organization to make your product implementation successful and the usage of your product an enjoyable experience. In order to make this possible, MCCi offers both Proactive and Technical Support. Proactive Support MCCi assigns each account with a Regional Account Executive and an internal Account Manager as contacts. You will have already worked with your Account Executive in the pre-project phase and they will continue to support you. Your Account Executive will provide a local presence and contact information should local meetings be necessary. The Account Executive also assists in pre implementation processes. Your Account Manager will assist in managing ongoing support through the life of the product. MCCi believes in a proactive support methodology and it is the Account Managers role to insure this ongoing communication with clients. Your Account Manager will be in touch throughout the year to discuss optimal system usage and ensure client satisfaction with the Laserfiche system. Items discussed may include, but are not limited to: • Identify any needs that could easily be addressed with the current system. • Provide resource for question and answer, best practices, how other local governments are using the system with use of documented case studies, MCCi LFGovUser Listserv, MCCi blog, support center, etc. • Provide continued education for existing and new users within the organization through the use of webinars, seminars,workshops, users group, MCCi blog, and more. • Annual review of current system configuration • Dedicated sales support staff for pricing inquiries and budgetary information • Annual support renewal notification to ensure your renewal process is timely and accurate Educational Resource Definitions • Case Studies- MCCi works with our clients to put together narrative accounts of specific usages of Laserfiche in their organization. Specific departments,document types, integrations, etc are noted to allow other users to learn from the information. • MCCi LFGovUser Listserv- MCCi has created a listsery for their Laserfiche users. This ListSery is a creative use of e-mail, which provides a means for Laserfiche Power Users in the government sector to share information on a common interest. Members are able to communicate with peers thru a single e-mail. Uses of the ListSery may include fielding requests about the usage of Laserfiche, as well as general Records Management processes.Through the Listsery a user community will be built to support each other as they tackle Electronic Document and Records Management. • MCCi Blog-This blog serves as an educational resource for Local Governments who are seeking to learn and share how technology solutions are used to manage and automate processes such as agenda creation and records retrieval. Here you can learn how transparency in government is achieved with the use of electronic solutions for Records Management, Document Management, and Legislative Management. • Support Center-This resource is a compilation of white papers, best practices, and information for Laserfiche users all in one location. Through the support center, users can also submit support tickets. • Webinars- MCCi conducts monthly webinars on different topics related to Document and Records Management. User webinars are also offered on more specific topics related to products, concepts, departments, etc regarding the usage of your system. These are done through the web and are a very convenient way of staying informed on the newest technologies available. • Seminars- MCCi conducts seminars on different topics related to Document and Records Management throughout the year. They are usually located at a host site of a municipality and neighboring municipalities are invited to attend. These can also be offered at current client's locations to invite departments to learn more regarding their current system. • User Groups- MCCi offers annual user groups to keep their clients trained on the newest versions and products. These are geared to both users and administrators of the system. Laserfiche Software Technical Support The Laserfiche Software Assurance Plan (LSAP) helps preserve your investment and extend the benefits of your original purchase by providing you access to the assistance needed to ensure that you maximize system uptime. You have access to a toll free line to call for technical support or submit tickets online through our support center. When you subscribe to the LSAP you receive the following benefits: • 100%upgrade credit for your existing software (in the event of an upgrade) • Free software updates for your current system • 24-hour FTP and website access which includes the MCCi Online Support Center • Technical bulletins and newsletters Managed Services MCCi Managed Services are included with every support renewal. Managed Services can be utilized for the following professional services: • Additional Training-additional training,via web conferencing, can be conducted to train new users on the use of the system or as refresher training for existing users. • Additional System Set Up Consultation—MCCi offers additional consultation that would include recommendations on best practices for adding additional departments, additional types of document etc.to your current system. • Remote implementation of software updates—While the standard SAP plan covers free updates for software, implementation of those updates is sometimes overlooked. With the addition of our Managed Services, MCCi is at your service to directly assist in implementing software updates. Annual System Review&Analysis— MCCi will access your system to review and analyze how your organization is using the System, identify any potential problem areas and make recommendations for better use of the system. This analysis is designed to be implemented 6 months after the initial Software installation, and would be performed annually after that date.This is an optional service that will be completed only if requested by the Client. • Remote Access Support- Remote Access Support allows our helpdesk staff to access your machines remotely to resolve problems faster.The use of Remote Access Support saves you both time and money by reducing the delays in resolving software issues without costly on-site visits. • Expiration &Additional Services- MCCi's Managed Services is an annual package (not to exceed 10 hours)and will expire on the same date as your SAP plan. Laserfiche Software t Laserfiche Software MCCi will provide the Client with a full-featured version of the Laserfiche (LF) Software. This software is a records repository allowing storage, retrieval and imaging of all documents. Capabilities include an intuitive browse window, index cards,full-text indexing, keyword template search,fuzzy word search, and virtually unlimited folders, giving users access to any document instantly. Laserfiche Server Software Named User Licensing Laserfiche Avante system is a named user model and starts out with a feature rich system that is based on the number of people who will be using the system. It is designed for small to mid size organizations and helps you capture, manage, distribute, and work with information in diverse working environments. Avante comes with Laserfiche Workflow and allows your organization to move beyond simple document routing to automate everyday tasks, optimize business processes, and share information with a wide variety of applications. Avante systems allow you to choose from SQL Express or full MS SQL platforms and incrementally expand the system with records management edition and other plug ins such as auditing and batch processing. Feature Avante Rio Comments Database SQL Express, 'SQL,Oracle SQL,Oracle Retrieval Only Public Only Public Users Portal Web Link Portal Web Includes Email Link FullIncludes Workflow, Email and Snapshot for Named Users Uers Unlimited 100-Unlimited Avante; Includes Workflow, Email,Snapshot, 1Web Access and Advanced Audit Trail for Rio. Retrieval r 1000- Includes Email for Rio,minimum purchase of Named Users n/a Unlimited 1,000 users Default 1 Unlimited Servers User License Named Named Model Model WF automation Enterprise /BPM Page Limit FUnlimited Unlimited Public Access Public Portal Public Portal Per Processor(PP)must purchase the same ,(25,75, PP) (PP) amount of CPU on Lf Server Upgrade Path fRio In/a Laserfiche Lf 8.0.1 and Lf 8.1 and later Versions later Laserfiche Software • •Laserfiche Plug Ins, Utilities,and Tools MCCi can provide additional Laserfiche Plug-ins Utilities, &Tools software. Laserfiche offers a selection of add-ons and development tools designed to let you tailor Laserfiche to meet your needs. Laserfiche Batch Processing Tools *Bold items are included on pricing pages 2-3 • Laserfiche® Quick FieldsTM automatically captures useful information from paper and electronic documents and organizes it for fast retrieval. Quick Fields transforms data capture from a costly and labor-intensive operation into an efficient process by collecting precise pieces of information from the masses of unstructured data flowing into your organization.Quick Fields improves the speed and accuracy of data capture while giving authorized staff instant access to the information they need to work effectively. • Bar Code Validation Package-The Bar Code add-on reads bar codes on a specified page in the document.The value returned by the bar code process can be used to identify a page, populate a field,determine the document name, or determine where the document will be stored. Bar Code is very powerful when combined with Real Time Lookup. Supported barcode formats: Codabar,CODE 39, CODE 128, EAN 8, EAN 13, Interleaved 2 of 5, UPCA,and UPCE. • QF Real-time Look up Validation Package: Lookup populates template fields and validates metadata by retrieving data stored in third-party databases and other applications. • QF Zone OCR Validation Package: Images that contain clearly printed or typed information can be converted to text files through a process called OCR(Optical Character Recognition).Once text has been extracted from an image, it can be sent along with the image to the repository.Once the document has been imported into the repository,the extracted text will be associated with the corresponding image in the document. The International Zone OCR add-on will scan a zone on an image for text.Only text found within the zone will be extracted.The data returned by this process can be used to identify a page, populate a field,determine the document name,or determine where the document will be stored. The International Zone OCR add-on can be installed when Quick Fields is first installed or after it has already been installed. • Laserfiche Import Agent: Laserfiche Import Agent is a capture tool that can bring files into a Laserfiche repository from the Windows file system. Any file that can be stored in Laserfiche can also be imported via Import Agent. What's more, Import Agent allows for scheduled and selective imports,so that users can set up specific criteria for what gets imported when. Import Agent can create fully OCRed and indexed documents, complete with template information and filed in the repository. • QF Forms Alignment: automatically repositions scanned documents to match a master form,correcting for scanning errors and improving data extraction. • QF Document Classification: designed for clients who deal with multiple forms, and will recognize and process multiple document types. • OF Auto Stamp/Redaction/Bates Numbering-The Bates stamp option is a document auto-numbering annotation option • QF Optical Mark Recognition: detects handwritten information, including marks on surveys,tests and ballots. • Quickfields Agent: enables administrators to schedule forms processing around the clock and run Quick Fields sessions without operator intervention, reducing labor costs and optimizing business processes. • QF Forms Identification: automatically recognizes the form or document based on its overall structure,even in the absence of bar codes,form data or other distinguishing information. • QF Forms Extractor: removes form outlines to isolate data for more accurate capture. • Laserfiche ScanConnectTM:allows ISIS scanning.A collection of ISIS scanner drivers is included with Laserfiche ScanConnect.These drivers allow images to be scanned through supported scanners. ScanConnect 7.x is can be purchased as an add-on to both Laserfiche scanning and Quick Fields. • Laserfiche SnapshotTM Laserfiche Snapshot can generate images and text from an electronic file(e.g.a Word document,a web page,a text editor,etc.).The files generated by Laserfiche Snapshot capture the content of the electronic file at the time that it was processed. In other words,they represent an accurate portrayal of an electronic file at a given point in time.The images and text created from an electronic file are then stored in a Laserfiche Software • • Laserfiche repository.As you can see, Laserfiche Snapshot can be used as a tool to archive a particular version of an electronic file. Laserfiche Snapshot can process any electronic file that can be opened with a Windows application that has printing capabilities. This feature is automatically included with every Full User purchase. • MCCi OCR Automator: provides a simple and effective way to mass OCR documents in Laserfiche. It allows users to select a Laserfiche folder from which to begin the OCR process. Once it has begun at this location it will OCR the documents in this folder and the subfolders. Once the process is complete the application will display a report and notification that it has completed Distribution Plug Ins *Bold items are included on pricing pages 2-3 • Laserfiche WebLinkTM The WebLink module publishes select documents in a Laserfiche repository to an intranet or the Internet in read-only form. Documents can be made available through the Web almost instantly,and users need only an Internet browser in order to access them. Built on ASP.NET,WebLink can be customized to match the look and feel of an organization's Internet or intranet site. • Laserfiche WebAccess Laserfiche Web Access is a Web browser-based thin client offering virtually all of the document management capabilities of the standard Laserfiche interface.Web Access allows your IT staff to roll out high-volume Laserfiche access without increasing your organization's application support burden. Authorized users organization-wide enjoy simultaneous access to documents,whether they are using the corporate intranet or logging in from a branch office. • Laserfiche PIusT"' Laserfiche Plus allows the information stored in a Laserfiche repository to be portable. Laserfiche documents published by Laserfiche Plus can be viewed by anybody, regardless of whether they have Laserfiche installed. If these portable Laserfiche documents are sent to a company or site that already has Laserfiche installed,then that organization can also choose to attach those documents to their repository. This software prepares a copy of the Laserfiche files (images,text, electronic files, annotations,templates and field data)for burning directly to your removable media or to a temporary directory. Choosing to publish to a temporary directory allows you to write it to your removable media at your convenience. • Laserfiche E-Mail Plug-inTM allows instant electronic document distribution via standard MAPI-compliant e- mail applications. This feature is automatically included in every Full User and Retrieval User license purchase. Workflow& Process Automation *Bold items are included on pricing pages 2-3 • Laserfiche Workflow: Efficiency and accountability-enhancing document routing,e-mail notification and audit trail reporting. • Laserfiche Audit Trail Modules:Three levels of audit reporting to address your specific regulatory compliance and security needs. • LF Audit Trail—Starter:This edition tracks who accesses data in the repository, as well as changes made to the repository. Users can then generate reports on the life-cycle of documents, and who has accessed them. • LF Audit Trail—Standard: Sites with a larger amount of activity in their repository can use this edition to set up event logging according to individual users.This allows a more finely grained auditing configuration that tracks only the data that a particular customer needs. Standard features the tracking of failed attempts to change content in the repository, giving more insight into user activities.All the functionality of the Starter edition is also included. • LF Audit Trail -Advanced: Customers operating in the most demanding regulatory environments find this version ideally suited to their needs. Besides doing everything that the other two versions do,it also tracks changes in security settings,so not only what a user is looking at or changing is tracked, but who gave them the right to do so.Searches are also tracked. For additional document security,with this edition users can be required to submit reasons for printing and exporting documents.Administrators can force printed documents to have Watermarks applied to them. Laserfiche Software i *Integration *Bold items are included on pricing pages 2-3 • Datallow Affinity Integration: Datallow Affinity brings the power of Laserfiche document management to the applications you use most. Document searches can be reduced to a single click of a button. New documents can be added to your Laserfiche repository without manually entering template field values,file names,or folder locations.Affinity truly makes Laserfiche feel like part of your business software. • LF Integrator's Toolkit:Tools&documentation necessary for customizing Laserfiche • LF Integration Express HTE: Laserfiche HTE interface • GeoDocs:GeoDoc'T is a web-based software that seamlessly integrates ESRI ArcIMS(soon to be ArcGS Server) and Laserfiche. Utilizing robust search capabilities, users of GeoDoc can access digital documents stored in a Laserfiche repository from within the web-based GIS program and vice versa, access spatial information stored in a GIS from within the Laserfiche web client. Laserfiche Software 6 r. p 'The terms of this agreement shall remain in force and effect for a period of ninety(90)days from the date appearing below, unless accepted by the Client. Submitted by: MCCi,a Limited Liability Company Date: June 21, 2010 By: �// / (Signature) 1\CAL GA‘ro v Lk— , Ew_cck_kv-e t 01 T r (Printed Name &Title) 6 Witness: C.R.MR (Signature) Noted Items Accepted by: WICHITA FALLS,TX Date: 1 2---1` P 7 2 By: ( / � ` l\ (Snature) v i (i&id"1.-- --3 (Printed Name&Title) c Witness: 1 ;i13/X L/ (Signature) I Jim Oc/ez. y (Printed Name&Title) Laserfiche Software • .. • r • • *CCI,a Limited Liability Company and subsidiary of MUNICIPAL CODE CORPORATION,which is duly organized and WEBLINK REQUIREMENTS existing under the laws of the State of Florida,hereinafter referred to as MCCi,hereby offers the Laserfiche OS: Windows Server 2003 with IIS 6,Windows Server 2008 with IIS 7 Software&Services to WITCHITA FALLS,TX,a corporation duly organized and existing under state law,hereinafter CPU: 2.8 GHz or faster processor referred to as the Client,according to the following terms and conditions. Memory: 1 GB RAM or more LASERFICHE SOFTWARE UPGRADE WEBLINK VIEWER REQUIREMENTS When software is upgraded,the old copy of the software must be returned and will no longer be a valid copy.Proof Web Browser(minimum versions):WebLink is best viewed using Internet Explorer 6,Internet Explorer 7,Internet of previous purchase is required to receive upgrade.Upgrade credit applied towards new purchase is 100%of Explorer 8,Firefox 2,Firefox 3,Safari,Chrome,and Opera. original software purchase price.The difference between the new system(server,full and retrieval users)price and the old system(server,full and retrieval users)price must be greater than or equal to 10%of the new system price. SCANNERS Otherwise,a minimum software upgrade adjustment will be applied to comply with the 10%price difference Must utilize ISIS drivers requirement. One year of LSAP must be purchased for new products when upgrading.LSAP of the original product will not be credited.However,remaining months of LSAP can be applied towards the new purchase of one year of Laserfiche Archive Services by MuniScan Terms and Conditions LSAP for the new products. DOCUMENT STORAGE.MCCi's facilities contain secure rooms for hardcopy"work in progress"document storage that are designed to prevent damage from natural disasters.MCCi will arrange for the return of hardcopy LASERFICHE SOFTWARE SUPPORT documents to the client after completion of scanning.If documents reside at MCCi facilities for a period longer than Software Support for the above software packages is offered by MCCi and Compulink.(developers of Laserfiche 90 days after a request for delivery has been made,storage charges will apply.MCCi is not responsible for software)Laserfiche Software Assurance Plan(LSAP)includes:Access to software version updates,Telephone or E- maintaining permanent archive and accepts no responsibility to loss of electronic data. Mail support for software related issues,24-hour FTP and web site access,technical bulletins and newsletters. Adjustments in annual support rates may be made to coincide with current U.S.inflation rates—any increase will ENTERPRISE WIDE SCANNING SERVICES.In accordance with the terms and conditions as laid out here within,MCCi not exceed the cumulative increase in the Consumer Price Index(CPI)occurring since the last price increase.Any can provide any department in the organization with scanning services for documents other than those described in updates requiring shipment of software require Client to pay shipping costs. Section I of the pricing proposal.Costs will be based on the attached pricing schedule(Exhibit A). MCCi will consult with each department interested in beginning their own MuniScan project to determine individual scanning and MCCI SOFTWARE CUSTOMIZATIONS indexing needs.For further information and instruction regarding this service please contact our Service Bureau The customer may elect to contract with MCCi to customize the standard software.As the basic(Laserfiche) Manager. software is upgraded,any customizations performed will require support in the form of updating through our Integration Support Assurance Program(ISAP).ISAP must be current to receive updates to the integration at no MICROFILM&FICHE CONVERSION SERVICES.MCCi offers electronic conversion services for microfilm,microfiche, additional charge. and aperture cards.The Client will provide MCCi with data to be converted to electronic format. MCCi will extract the images contained on the film/fiche and migrate them to Laserfiche or to another industry standard format as Upgrades to existing programs,or the acquisition of new programs from vendors other than MCCi,may have an requested by the Client.The images will be captured based upon the reduction ratio and threshold between the effect on customizations made to the software by MCCi.MCCi will not be held responsible if upgrades or changes beginning and ending of new images on the original film. MCCi is not responsible for the accuracy of existing image made by the customer or another vendor or application preclude the operation of MCCi's customizations. quality,such as black borders,skewed images,blurring images,non-legible images,or other errors that are not controllable by MCCi.Unless otherwise specified in the project scope,MCCi will index by the roll/card number or CUENT SOFTWARE CUSTOMIZATIONS unique identifier. The client may also choose to customize their software internally,without MCCi's help.MCCi is not responsible for any damages caused by the user's customization of the software.MCCi will not be held responsible for correcting PROJECT TIMELINE.MCCi will complete and deliver the project within 90 days after receipt of documents.Should any problems that may occur from these customizations.Routine updates to the software may affect any MCCi require additional time,the Client will be notified immediately.The delivery for routine updates to the customizations made by the user.If MCCi's help is required to correct/update any customizations made by the database will be within 30 days. client,appropriate charges will apply. PRICING.Charges apply on a per project basis and are dependent upon size and volume of documents.MCCi CUENT INFORMATION TECHNOLOGY ASSISTANCE requires having the entire project in bulk,rather than in small quantities.Breaking the project into smaller In order for MCCi to excel in customer service,the client must provide timely access to technical resources.The quantities will affect the volume pricing,and additional charges per image may apply. A sample may be required client must provide adequate technical support for all MCCi installation and support services.If the client does not prior to confirming large volume job pricing. have"in-house"technical support,it is the client's responsibility to make available the appropriate Information Technology resources/consultant when needed. UNANTICIPATED DOCUMENT TYPES&SIZES.The prices quoted are made with the expectation that customer will properly prepare and annotate materials for scanning bureau use and that documents are consistent with the SOFTWARE INSTALLATION description provided in the scope of services.If documents are not as initially represented,additional charges will MCCi will install all software outlined herein.If additional software is needed to bring the site up to specifications, apply according to Exhibit A.MCCi will call for authorization to proceed with the project. customer will be billed accordingly. LASERFICHE SYSTEM CUSTOMERS.Due to requirements by Laserfiche systems regarding the importing of images END USER TRAINING and indexing information,it is highly recommended that Clients who already have a Laserfiche system have their MCCi will provide instructor-led hands-on training in the operation of the Laserfiche Software. documents scanned using only Laserfiche software.This will ensure that all associated indexing information will be properly retained after the importing of images into the Laserfiche system. MCCi has knowledge of the software SYSTEM ADMINISTRATOR TRAINING versions,indexing requirements,and compatibility issues for each of our Laserfiche system clients.For these MCCi will provide a training session for Client's Systems Administrator.The Training will include Configuring reasons,MCCi should be considered as a Sole Source provider for scanning services. Laserfiche System,Database Maintenance,Security Settings,Data Back Up,Methods of Communication for Laserfiche Software Support,and Solution Development.All the days quoted for onsite services maybe completed MCCI CERTIFIED PARTNERS.MCCi maintains MuniScan partnerships for the purpose of additional capacity and remotely. flexibility in meeting client expectations.In the event MuniScan partners are used for a project,the management and support of the project is handled directly by MCCi. SITE PREPARATION The Client site should be ready for installation according to specifications outlined within the Hardware section ADDITIONAL SERVICES listed below.If site is not prepared and results in cancellation,delays,or rescheduling of an installation after MCCi As an additional service/product under this contact MCC and MCCi can provide the following: has made travel arrangements,the client may incur expenses due to circumstances such as non-refundable airline • Electronic Agenda and Legislative Management(Legistar).MCCi offers Legistar Software and related services tickets,training/install charges,hotel reservations,rental cars,etc. which provides electronic automation and creation of Agendas. • Document Scanning Services(MuniScan).MCCi offers scanning,indexing and integration of hard copy RECOMMENDED MINIMUM HARDWARE SPECIFICATIONS documents with Laserfiche Software to provide the Client with the most powerful index retrieval search engine MCCi will provide necessary consultation as to the compatibility of current hardware with the Laserfiche System. available with the following features:intuitive browse window,index cards,and fuzzy logic. Changes and recommendations will be made at the time of consultation.See system requirements below.Please • Contract Management Software(Contract Assistant).MCCi offers the Contract Assistant Software(developed by keep in mind that these are the minimum system requirements.All scanners also require the ScanConnect Blueridge Software)which is a web based solution designed to provide control and automation of the contract Software,which is quoted within our pricing section. management process. • Code Supplementation and Codification Services(MuniCode).Municipal Code Corporation offers SCANNING STATION PC supplementation of existing Codes,Codification of Ordinances and Recodification of existing Codes.Our OS: Windows XP Professional(Service Pack 2 or later),Windows Vista,Windows 2003(Service Pack 1 optional services include legal review,republishing,editorial and index work and electronic options(CD, or later),or Windows Server 2008 Internet). CPU: 2.4 GHz processor or faster • Utility Billing Services)MuniBills).MCCAdvantage offers billing,statement and remittance processing services as Memory: 1 GB RAM or more an additional benefit under this agreement.MCCAdvantage,a subsidiary of MCC,can provide the client with Communications:TCP/IP design,printing and mailing services for customer billing/statements of all types.These services also include Web browser: Internet Explorer 6.0 or higher remittance payment options,software and other billing solutions. CLIENT REQUIREMENTS AGREEMENT EXTENDED TO OTHER GOVERNMENTAL UNITS OS: Windows XP Professional(Service Pack 2 or later),Windows Vista,Windows 2003(Service Pack 1 MCCi agrees to allow any other Government agency to purchase items,at the same terms,conditions and pricing as or later),or Windows Server 2008 this contract during the period of time that this contract is in effect.Minor changes in terms and conditions may be CPU: 1 GHz Processor or better,Performing OCR:2.4 GHz or faster processor negotiated by MCCI and participating Government agencies.Any orders issued against this agreement shall be the Memory: 1 GB RAM or more sole responsibility of the Government agency placing the order.It is understood that the Client shall incur no Communications:TCP/IP financial responsibility in connection with any purchase by another Government agency. Web browser: Internet Explorer 6.0 or higher TRAVEL EXPENSES SERVER REQUIREMENTS If the client cancels or reschedules an installation after MCCi has made travel arrangements,travel expenses may be OS: Windows XP(Service Pack 2),Windows Server 2003(Service Pack 1),Windows Server 2003 R2, incurred due to circumstances such as non-refundable airline tickets,hotel reservations,rental cars,etc. Windows Vista,Windows Server 2008 CPU: 2 GHz Professor or better LIMITED LIABILITY Memory: 2 GB RAM In no event shall MCCi's total liability to the client exceed the project fees paid to MCCi by the client. Communications:TCP/IP TERMINATION DATABASE MANAGEMENT SYSTEM: The services provided in this agreement will be in full force and effect for a period of three(3)years from the date of United Server: Supports Microsoft SQL Server 2000(Service Pack 4 or later),Microsoft SQL Server 2005(Service shipment of the completed product to the organization.Thereafter,this agreement will be automatically renewed Pack 2 or later),Oracle 9i Release 2(9.2.0.6.0),Oracle lOg and Oracle 11g from year to year,provided that either party may alter or cancel the terms of this agreement upon sixty(60)days' Laserfiche Team: Supports MSDE(Service Pack 3 or later)and Microsoft SQL Server 2005 Express Edition(Service written notice. Pack 2 or later). • � 1 RECEIVED IN CITY CI.ER ���r E DATE: 1 d- BY: TIME: g&:'