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Item 11 Consideration of Purchase of a Document Management System to Serve the Public, City Clerk Department, Building Department, and Planning Department
Center of Good Li AGENDA ITEM COVER SHEET Meeting Date: 6/21/05 Item # Reviewed By: Contact Name: Brian Ross Department Director: Contact Number: (407) 905-3100 _ City Manager: /�'�—�/dt Subject: Purchase a document management system. Background Summary: The City is running out of room to store boxes of paper and document searches are costing the City more money as more documents are stored off site in expensive storage facilities. A document management system will allow the City to place all paper documents on the computer system for easy retrieval and lookup. Issue: The City needs to implement a system to make documents more easily available to elected officials, staff and the public; reduce the amount of storage space needed for paper records; and comply with state and federal records retention laws. Recommendations Staff recommends authorization to purchase the first phase of equipment, software, and services from R&S Integrated at a maximum cost of $94,300 for a document management system to serve the public, City Clerk's office, Building, and Planning. Attachments: Document Management Costs Florida State Purchasing Agreement 2503120-PA Doral, Florida Bid Monroe County Contract#101-555-2493 SHI State Contract Pricing Financial Impact: $94,300 is currently approved in the capital expenditure accounts for Building, City Clerk, General Government, and Planning. An additional $375,000 is planned over the next 4 years for expansion of the system to other departments if approved by the Mayor and Commission during future budgets. Type of Item: (please mark with an "x") Public Hearing For Clerk's Dept Use: Ordinance First Reading Consent Agenda Ordinance Second Reading Public Hearing Resolution Regular Agenda X Commission Approval Discussion& Direction Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney N/A Reviewed by Finance Dept. N/A Reviewed by ( ) N/A Mayor Center of Good zi Commissioners S. Scott Vandergrift .+,!'.� Danny Howell, District 1 Scott Anderson, District 2 City Manager Rusty Johnson, District 3 Robert Frank �"� Nancy J. Parker, District 4 STAFF REPORT TO: The Honorable Mayor and City Commissioners FROM: Brian Ross, Information Systems Director DATE: June 1, 2005 RE: Document Management System from R&S Integrated ISSUE The City needs to implement a system to make documents more easily available to elected officials, staff and the public;reduce the amount of storage space needed for paper records; and comply with state and federal records retention laws. BACKGROUND/DISCUSSION The City is spending an increased amount of money to store paper documents and records in off-site storage facilities. A document management system allows the City to store all its documents electronically in an easy to find and fully searchable computer database. It can also be configured to allow the public 24 hour access to public documents—increasing the city's e-government offerings and reducing manual intensive citizen requests of staff. The current CIP shows the implementation of a document management system over the next four years. Four vendors responded to requests for a proposal of a document management system. General Code, MCCi, and R&S Integrated provided quotes for a LaserFiche based document management system. Advanced Data Solutions provided a quote for the Alchemy document management system. A functionality comparison was made to ensure pricing included the same parts for all products—no matter who provided them. General Code's proposal is based on SHI's state contract. MCCi's proposal was based on the Doral, Florida bid. R&S Integrated's proposal was based on Florida State Purchasing Agreement 2503120-PA. Advanced Data Solutions provided a quote based on Monroe County contract#101-555-2493. After reviewing all the proposals and documentation provided by the vendors, staff recommends selecting R&S Integrated. The proposal by R&S Integrated represents the lowest cost proposal that best meets the City's goals, strategic plans, and policies. Staff respectfully requests the Mayor and Commission approve the purchase of equipment, software, and services from R&S Integrated for a total of$94,300 out of the capital expenditure accounts ofBuilding, City Clerk, General Government, and Planning as approved in the fiscal year 2004-2005 budget as well as any and all additional funds in the next four years as approved in the budgets of those respective years for each additional phase of the project. 1 General Code _ #of Users User Maint Product Maint Install 5 Year RO RW Web Costs Costs Costs Costs Costs Cost Cit Clerk . $ 3,00h 8,695 $ 50,420 City Manager 2 1 0 $ 2,125 $ 426 $ 1,360 $ - $ 5,615 Com Dev-Building 7 5 0 $ 9,725 $ 1,950 $ 1,360 $ - �` ` $ 20,835 Com Dev-Planning 4 5 0 $ 8,825 $ 1,770 $ 14,360 $ 1,950 `" "" $ 41,785 Community Relations 2 1 0 $ 2,125 $ 426 $ 1,360 $ - $ 5,615 EU -Engineering 3 2 0 $ 3,950 $ 792 $ 3,360 $ 300 $ 12,770 EU -Utilities 2 1 0 $ 2,125 $ 426 $ 1,360 $ - $ 5,615 Finance 3 2 0 $ 3,950 $ 792 $ 11,355 $ 2,000 $ 29,265 Fire 4 4 0 $ 7,300 $ 1,464 $ 1,360 $ - $ 15,980 General Government 50 0 0 $ 15,000 $ 3,000 $ 56,875 $ 13,070 $ 22,500 $174,725 Human Resources 2 3 0 $ 5,175 $ 1,038 $ 1,360 $ - $ 11,725 Information Systems 2 1 0 $ 2,125 $ 426 $ 1,360 $ - $ 5,615 Legislative 4 1 0 $ 2,725 $ 546 $ 1,360 $ - $ 6,815 Parks 0 1 0 $ 1,525 $ 306 $ 1,360 $ - $ 4,415 Police 4 3 0 $ 5,775 $ 1,158 $ 15,490 $ 2,900 $ 41,555 Police-Communications 1 3 0 $ 4,875 $ 978 $ 1,360 $ - $ 11,125 Public Works 5 3 0 $ 6,075 $ 1,218 $ 1,360 $ - $ 13,525 Recreation 3 1 0 $ 2,425 $ 486 $ 1,360 $ - $ 6,215 $463,615 R&S #of Users User Maint Product Maint Install 5 Year RO RW Web Costs Costs Costs Costs Costs Cost $ 1,058 $ ,`s` Cit Mana•er 2 1 - $ 2,610 $ 406 $ 1,151 $ 295 $ 7,266 Com Dev-qty i ft lilikilitatilailialailkallialli . w ,468 1,910 Co I 7 nin• MIIIMMINEM IIIPSERF:q.' ,` oAkol $ 12,131 $ 3,063 11 Communit Relations 2 1 $ 2,610 $ 406 $ 1,151 $ 295 $ 7,266 EU -En•ineerin• 3 2_ $ 5,026 $ 772 $ 3,126 $ 790 $ 15,962 EU -Utilities 2 1 - $ 2,610 $ 406 $ 1,151 $ 295 $ 7,266 Finance 3 2- $ 5,026 $ 772 $ 3,347 $ 907 $ 16,768 Fire 4 4_ $ 9,664 $ 1,464 $ 1,151 $ 295 $ 19,610 Human Resources 2 3 $ 7,054 $ 1,058 $ 1,151 $ 295 $ 14,970 Information S stems 2 1 - $ 2,610 $ 406 $ 1,151 $ 295 $ 7,266 Le•islative 4 1 - $ 2,998 $ 486 $ 1,151 $ 295 $ 8,054 Parks 0 1 _ $ 2,222 $ 326 $ 1,151 $ 295 $ 6,478 Police 4 3_ $ 7,442 $ 1,138 $ 7,175 $ 1,659 $ 28,602 Police-Communications 1 3 $ 6,860 $ 1,018 $ 1,151 $ 295 $ 14,576 Public Works 5 3 $ 7,636 $ 1,178 $ 1,151 $ 295 $ 16,152 Recreation 3 1 - $ 2,804 $ 446 $ 1,151 $ 295 $ 7,660 $446,405 MCCi #of Users User Maint Product Maint Install 5 Year _ RO RW Web Costs Costs Costs Costs Costs Cost City Clerk 2 3 0 $ 4,837 $ 992 . $ 32,854 $ 4,000 , $ 10,000 $ 72,649 City Manager 2 1 0 $ 1,886 $ 388 $ 1,854 $ - $ 5,678 Com Dev-Building 7 5 0 $ 8,815 $ 1,809 $ 1,854 $ - $ 19,716 Corn Dev-Planning 4 5 0 $ 8,199 $ 1,681 $ 10,354 $ 3,750 $ 45,709 Community Relations 2 1 0 $ 1,886 $ 388 $ 1,854 $ - $ 5,678 EU -Engineering 3 2 0 $ 3,567 $ 732 $ 3,354 $ 750 $ 14,333 EU -Utilities 2 1 0 $ 1,886 $ 388 $ 1,854 $ - $ 5,678 Finance 3 2 0 $ 3,567 $ 732 $ 11,849 $ 2,000 , $ 29,078 Fire 4 4 0 $ 6,724 $ 1,379 $ 1,854 $ - $ 15,473 General Government 50 0 0 $ 10,258 $ 2,140 $ 55,634 $ 12,946 , $ 17,505 $158,825 Human Resources 2 3 0 $ 4,837 $ 992 $ 1,854 $ - $ 11,649 Information Systems 2 1 0 $ 1,886 $ 388 $ 1,854 $ - $ 5,678 Legislative 4 1 0 $ 2,296 $ 473 $ 1,854 $ - $ 6,516 Parks 0 1 0 $ 1,476 $ 302 $ 1,854 $ - $ 4,840 Police 4 3 0 $ 5,248 $ 1,077 $ 16,657 $ 2,750 $ 41,040 Police-Communications 1 3 0 $ 4,632 $ 949 $ 1,854 $ - $ 11,230 Public Works 5 3 0 $ 5,453 $ 1,120 $ 1,854 $ - $ 12,906 Recreation 3 1 0 $ 2,091 $ 430 $ 1,854 $ - $ 6,097 $472,771 Advacned Data Solutions #of Users User Maint Product Maint Install 5 Year RO RW Web Costs Costs Costs Costs Costs Cost City Clerk 2 3 0 $ 10,924 $ 1,966 $ 2,695 $ 270 $ - $ 24,801 City Manager 2 1 0 $ 4,024 $ 724 $ 2,695 $ 270 $ 11,691 Com Dev-Building 7 5 0 $ 19,259 $ 3,467 $ 2,695 $ 270 $ 40,637 Corn Dev-Planning 4 5 0 $ 18,398 $ 3,312 $ 2,695 $ 270 $ 39,001 Community Relations 2 1 0 $ 4,024 $ 724 $ 2,695 $ 270 $ 11,691 EU -Engineering 3 2 0 $ 7,761 $ 1,397 $ 2,695 $ 270 $ 18,791 EU -Utilities 2 1 0 $ 4,024 $ 724 $ 2,695 $ 270 $ 11,691 Finance 3 2 0 $ 7,761 $ 1,397 $ 2,695 $ 270 $ 18,791 Fire 4 4 0 $ 14,948 $ 2,691 $ 2,695 $ 270 $ 32,446 General Government 50 - $ 48,401 $ 10,097 $ 12,000 $138,152 Human Resources 2 3 0 $ 10,924 $ 1,966 $ 2,695 $ 270 $ 24,801 Information Systems 2 1 0 $ 4,024 $ 724 $ 2,695 $ 270 $ 11,691 Legislative 4 1 0 $ 4,598 $ 828 $ 2,695 $ 270 $ 12,781 Parks 0 1 0 $ 3,450 $ 621 $ 2,695 $ 270 $ 10,600 Police 4 3 0 $ 11,498 $ 2,070 $ 2,695 $ 270 $ 25,891 Police-Communications 1 3 0 $ 10,637 $ 1,915 $ 2,695 $ 270 $ 24,255 Public Works 5 3 0 $ 11,785 $ 2,121 $ 2,695 $ 270 $ 26,437 Recreation 3 1 0 $ 4,311 $ 776 $ 2,695 $ 270 $ 12,236 $496,382 4Florda corn search I directory I contact us 1411 i subscribe tour I help Services Business & Industry > Search > SPA Search Form > SPA Agreement Agriculture Business & STATE PURCHASING AGREEMENT TITLE : LASERFICHE Industry PRODUCTS Calendars AGREEMENT NUMBER :2503120 PA Events TERM OF AGREEMENT: Community Begin date: 03-09-2005 Resources End date: 03-08-2006 Consumer Assistance VENDOR : Disaster Management R&S INTEGRATED PRODUCT & P.O. Box 3585 Education LAKELAND, FL 33802-3585 Elders SPURS NO: F593209124-001 Employment MBE CODE: NON-MINORITY (A) CONTACT: DEANNA PORTER Environment PHONE: 863-683-9393 Health &Human Services COMMODITY CLASS : 250 COMMODITY GROUP : 800 DELIVERY : Licensing & WARRANTY : Permitting Public Safety APPROVED PRICE SCHEDULE & DATE : 1.) Price list effective 3/09/2005 Expire date: 03-08-2006 Science& Technology CONTACT VENDOR FOR COPY OF PRICE SCHEDULE & CONTRACT INFORMATION. Transportation Laserfiche Products Copyright©2000 State Of Florida Privacy Statement T__ • • yt ', '+S Ptir A ,1 tr ,i - - - ,:; ',fig-• -.� v :,. _ , PROFESSIONAL SERVICES AGREEMENT BETWEEN Monroe County AND ADVANCED DATA SOLUTIONS, INC. Contract# 101-555-2493 THIS AGREEMENT is made between Advanced Data Solutions, Inc., a Florida corporation, (hereinafter the"Consultant"), and Monroe County, FLORIDA, a Florida municipal corporation, (hereinafter the "County"). WHEREAS, the Consultant and County, through mutual negotiation, have agreed upon a scope of services, schedule and fees for fiscal year 2005 and for fiscal year 2006 WHEREAS, the County desires to engage the Consultant to perform the services specified below. NOW, THEREFORE, in consideration of the mutual covenants and conditions contained herein, the Consultant and the County agree as follows. 1. Scope of Services/Deliverables. 1.1 The Consultant shall furnish professional services and software to the County as set forth in the Scope of Services for the Project as specified in Exhibit "A" for Services and Exhibit"B" for Software attached to this Agreement. 1.2 The"Scope of Services"includes a Project Schedule for the Project which includes a breakdown of tasks, timeline and deliverables to the County. 2. Term/Commencement Date. 2.1 This Agreement shall become effective upon execution by both parties and shall remain in effect through September 30, 2006, unless earlier terminated in accordance with Paragraph 8. The County Administrator may extend the term of this Agreement up to an additional three years by written notice to the Consultant 2.2 Consultant agrees that time is of the essence and Consultant shall complete each deliverable for the Project within the timeframes set forth in the Project Schedule,unless extended by the County Administrator. 3. Compensation and Payment. 3.1 The Consultant shall be compensated per box, with the rate not exceeding an average of$250.00 per standard letter box, $15.00 per CD, and $200.00 shipping and handling each way. 3.2 The Consultant shall invoice the County upon the completion of each task or deliverable in accordance with the Project Schedule. 3.3 The County shall pay Consultant in accordance with the Florida Prompt Payment Act. 3.4 If a dispute should occur regarding an invoice submitted, the County Administrator may withhold payment of the disputed amount and may pay to the Consultant the undisputed portion of the invoice. Upon written request of the Clerk of the Court, the Consultant shall provide written documentation to justify the invoice. Any compensation disputes shall be decided by the County Administrator whose decision shall be final. 4. Sub Consultants. 4.1 The Consultant shall be responsible for all payments to any sub consultants and shall maintain responsibility for all work related to the Project. 4.2 Any sub consultants used on the Project must have the prior written approval of the County Administrator. 5. County's Responsibilities. 5.1 Furnish to Consultant, at the Consultant's written request, all available files and other data pertinent to the services to be provided by Consultant, in possession of the County. 5.2 Arrange for access to and make all provisions for Consultant to enter upon real property as required for Consultant to perform services as may be requested in writing by the Consultant. 6. Consultant's Responsibilities. 6.1 The Consultant shall exercise the same degree of care, skill and diligence in the performance of the Project as is ordinarily provided by a professional under similar circumstances. If at any time during the term of this Agreement or within one year from the completion of the Project, it is determined that the Consultant's deliverables are incorrect, defective or fail to conform to the Scope of Services of the Project, upon written notification from the County Administrator, the Consultant shall at Consultants sole expense, immediately correct the work. 7. Conflict of Interest. 7.1 To avoid any conflict of interest or any appearance thereof, Consultant shall not, for the term of this Agreement, represent any private sector entities (developers, corporations, real estate investors, etc.), with regard to any adversarial planning issues in the County. For the purposes of this section"adversarial"shall mean any development application where staff is recommending denial or denied the application; administrative appeal or court action wherein the County is a party. 8. Termination. 8.1 The County Administrator without cause may terminate this Agreement upon thirty(30) days written notice to the Consultant, or immediately with cause. 8.2 Upon receipt of the County's written notice of termination, Consultant shall stop work on the Project unless directed otherwise by the County Administrator. 8.3 In the event of termination by the County, the Consultant shall be paid for all work accepted by the County Administrator up to the date of termination, provided that the Consultant has first complied with the provisions of Paragraph 8.4. 8.4 The Consultant shall transfer all files and data pertaining to the Project to the County, in a hard copy and CD format within 14 days from the date of the written notice of termination or the date of expiration of this Agreement. 9. Insurance. The Consultant shall secure and maintain throughout the duration of this Agreement insurance of such type and in such amounts as required by the County Administrator. The underwriter of such insurance shall be qualified to do business in the State of Florida and have agents upon whom service of process may be made in the State of Florida. If requested by the County Administrator, the insurance coverage shall be primary insurance with respect to the County, its officials, employees, agents and volunteers. The insurance coverage shall include a minimum of: 9.1 Worker's Compensation and Employer's Liability Insurance. If applicable, coverage to apply for all employees at minimum statutory limits as required by Florida Law. 9.2 Comprehensive Automobile and Vehicle Liability Insurance. Motor vehicle liability insurance, including applicable no-fault coverage, with limits of liability of not less that $1,000,000.00 per occurrence, combined single limit for Bodily Injury Liability and Property Damage Liability. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles. 9.3 Commercial General Liability.If applicable, commercial general liability coverage with limits of liability of not less than $1,000,000.00 per occurrence combined single limit for Bodily Injury Liability and Property Damage Liability. 9.4 Professional Liability. The Consultant shall furnish professional liability errors and omissions instrance coverage in an amount not less than $1,000,000.00. 9.5 Certificates of Insurance shall be provided to the County at the time of execution of this Agreement and certified copies provided if requested. Each policy certificate shall be endorsed with a provision that not less than thirty(30) calendar days' written notice shall be provided to the County before any policy or coverage is cancelled or restricted. 10. Nondiscrimination. 10.1 During the term of this Agreement, Consultant shall not discriminate against any of its employees or applicants for employment because of their race, color, religion, sex, or national origin, and to abide by all Federal and State laws regarding nondiscrimination 11. Attorneys Fees and Waiver of Jury Trial. 11.1 In the event of any litigation arising out of this Agreement, the prevailing party shall be entitled to recover its attorneys' fees and costs, including the fees and expenses of any paralegals, law clerks and legal assistants, and including fees and expenses charged for representation at both the trial and appellate levels. 11.2 In the event of any litigation arising out of this Agreement, each party hereby knowingly, irrevocably, voluntarily and intentionally waives its right to trial by jury. 12. Indemnification. 12.1 Consultant shall defend, indemnify, and hold harmless the County, its officers, agents and employees, from and against any and all demands, claims, losses, suits, liabilities, causes of action, judgment or damages, arising out of, related to, or any way connected with Consultant's performance or non-performance of any provision of this Agreement including,but not limited to, liabilities arising from contracts between the Consultant and third parties made pursuant to this Agreement. Consultant shall reimburse the County for all its expenses including reasonable attorney's fees and costs incurred in and about the defense of any such claim or investigation and for any judgment or damages arising out of related to, or in any way connected with Consultant's performance or non- performance of this Agreement. 12.2 The provisions of this section shall survive termination of this Agreement. 13. Notices/Authorized Representatives. 13.1 Any notices required by this Agreement shall be in writing and shall be deemed to have been properly given if transmitted by hand-delivery, by registered or certified mail with postage prepaid return receipt requested, or by a private postal service, addressed to the parties (or their successors) at the following addresses: For the County: Tom Willi, County Administrator Monroe County Florida 1100 Simonton Street 205 Key West, Florida 33040 For The Consultant: Rob Buell, Vice President Advanced Data Solutions, Inc. 141 Scarlet Boulevard, Suite A Oldsmar, Florida 34677 14. Governing Law. 14.1 This Agreement shall be construed in accordance with and governed by the laws of the State of Florida. Exclusive venue for any litigation arising out of this Agreement shall be in Monroe t County, Florida, Middle Keys Division of the Circuit Court or the Southern District of Florida. 15. Entire Agreement/Modification/Amendment. 15.1 This writing contains the entire Agreement of the parties and supersedes any prior oral or written representations. No representations were made or relied upon by either party, other than those that are expressly set forth herein. 15.2 No agent, employee, or other representative of either party is empowered to modify or amend the terms of this Agreement, unless executed with the same formality as this document. 16. Ownership and Access to Records and Audits. 16.1 All records,books, documents, maps, data, deliverables, papers and financial information(the"Records") that result from the Consultant providing services to the County under this Agreement shall be the property of the County. 16.2 The County Administrator or his designee shall, during the term of this Agreement and for a period of three(3) years from the date of termination of this Agreement, have access to and the right to examine and audit any Records of the Consultant involving transactions related to this Agreement. 16.3 The County may cancel this Agreement for refusal by the Consultant to allow access by the County Administrator or his designee to any Records pertaining to work performed under this Agreement that are subject to the provisions of Chapter 119, Florida Statutes. 17. Non assign ability. 17.1 This Agreement shall not be assignable by Consultant unless such assignment is first approved by the County Administrator. The County is relying upon the apparent qualifications and personal expertise of the Consultant, and such firm's familiarity with the County's area, circumstances and desires. 18. Severability. 18.1 If any term or provision of this Agreement shall to any extent be held invalid or unenforceable, the remainder of this Agreement shall not be affected thereby, and each remaining term and provision of this Agreement shall be valid and be enforceable to the fullest extent permitted bylaw. 19. Independent Contractor. 19.1 The Consultant and its employees, volunteers and agents shall be and remain independent contractor and not agents or employees of the County with respect to all of the acts and services performed by and under the terms of this Agreement. This Agreement shall not in any way be construed to create a partnership, association or any other kind of joint undertaking, enterprise or venture between the parties. 20. Compliance with Laws. 20.1 The Consultant shall comply with all applicable laws, ordinances, rules, regulations, and lawful orders of public authorities relating to the Project. 21. Waiver. 21.1 The failure of either party to this Agreement to object to or to take affirmative action with respect to any conduct of the other which is in violation of the terms of this Agreement shall not be construed as a waiver of the violation or breach, or of any future violation, breach or wrongful conduct. 22. Survival of Provisions. 22.1 Any terms or conditions of either this Agreement that require acts beyond the date of the term of the Agreement, shall survive termination of the Agreement, shall remain in full force and effect unless and until the terms or conditions are completed and shall be fully enforceable by either party. 23. Prohibition Of Contingency Fees. 23.1 The Consultant warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the Consultant, to solicit or secure this Agreement, and that it has not paid or agreed to pay any person(s), company, corporation, individual or firm,other than a bona fide employee working solely for the Consultant, any fee, commission, percentage, gift, or any other consideration, contingent upon or resulting from the award or making of this Agreement. 24. Counterparts. 24.1 This Agreement may be executed in several counterparts, each of which shall be deemed original and such counterparts shall constitute one and the same instrument. [THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK] IN WITNESS WHEREOF, the parties execute this Agreement on the respective dates under each signature: The County, signing by and through its County Administrator, duly authorized to execute same and by Consultant by and through its Vice President, whose representative has been duly authorized to execute same. Monroe County By: Tom Willi, County Administrator Date: Approved by County Attorney for legal sufficiency for County use only: CONSULTANT Richard Collins, County Attorney By: Rob Buell Date: 592001/forms professional services Date: 141 Scarlet Boulevard,Suite A ,400ADVANCED DATA SOLUTIONS, INC. Oldsmar,Florida 34677 813.855.3545 Corporate www.adsus.net Pricing — Exhibit A Monroe County 1100 Simonton Street, Suite 205 Key West, Florida 33040 Quantity Description Price Up to 500,000 Scanning &Indexing of Bldg Permit Files(8 '/2 x $.09 Annually 11, 8'/2 x 14& 11 x 17) Up to 100,000 Scanning& Indexing of Building Permit Blueprints $1.25 Annually Up to 250 CD-Rom Media disc $15.00 Annually 12 Pick-up and delivery of documents(typically $250.00 charged per trip) - Database Management(merging thousands of N/C letter/legal size documents& blueprints within Alchemy database) 1 Initial Set-Up&Establishment of Database N/C Format&Structure Terms&Services: All document preparation, scanning, indexing&review performed by ADS personnel. Document turnaround time is not to exceed 30 days. Monthly Pick-Ups coordinated through ADS driver. 141 Scarlet Boulevard,Suite A ADVANCED DATA SOLUTIONS, INC. Oldsmar,Florida 34677 ti 813.855.3545 Corporate www.adsus.net Pricing — Exhibit B Monroe County 1100 Simonton Street, Suite 205 Key West, Florida 33040 Below pricing relates to the purchase of additional software(in addition to that already owned)and is based on current list pricing. Description Price Alchemy Advanced Content Management Server V8.0 $8,995.00 Alchemy Web $3,500.00 Alchemy Records Manager $10,000.00 Alchemy Web Viewer Extension $2,500.00 Alchemy Scan $1,500.00 Alchemy Search Client-51-75 Searchers(Each) $117.00 Alchemy Index Station Client 6-10 Indexers(Each) $800.00 Alchemy Document Management Client 51-75 Clients(Each) $175.00 ADS Implementation Services On-Site Implementation Service Services/Day $1,200.00 Annual Maintenance Program: Annual Maintenance Program(AMP)is charged at 18%of the current list price of all software owned &is renewable each fiscal year on October 1st 1 MCCi Municipal Code Corporation SALES DEPARTMENT PO Box 2235 •Tallahassee, Florida 32316 TELEPHONE (800) 262-2633 • FAX (850) 701-0715 March 14, 2005 Ms. Sheila Paul City Clerk City of Doral 4055 NW 97th Avenue Doral, FL 33178 Dear Ms. Paul: Donny Barstow, General Manager, enjoyed speaking with you recently regarding the LaserFiche Document Imaging Software. Pursuant to your discussion with Donny, we are pleased to enclose our revised Professional Services Proposal for the LaserFiche Software and our LaserFiche Services. While reviewing the proposal please keep in mind the advantages that LaserFiche offers: ➢ Protection - Your records are automatically captured, in text and image, within a database, which cannot be changed or misplaced. ➢ Research - Records are converted to text and images for quick and easy research and printing at the click of your mouse. ➢ Storage - LaserFiche allows you to store up to 16,000 pages of records on one CD-Rom saving time searching for documents and saving you space. • ➢ Retrieval -The LaserFiche search engine, which allows boolean, fuzzy, text, and proximity searches is easy to use and fast to retrieve any document you are looking for. If you have any questions concerning our proposal or desire additional information,please do not hesitate to call on our toll-free number. We appreciate your interest and hope that we will have the pleasure of working with you and serving the City of Doral. Sincerely, Christie Davis Executive Assistant /CBD cbc1@mccinnovations.com LASERFICHE SOFTWARE QUOTATION SHEET PHASE ONE: DOCUMENT MANAGEMENT SOFTWARE&ANNUAL SUPPORT (LSAP) ❑ LF Standard Server Software *requires MS SQL $6,600 ❑ LF Standard Server LSAP $1,320 ❑ LF WebLink $7,995 ❑ LF WebLink LSAP $1,590 ❑ 3 LF Full User($550 each) $1,650 U 3 LF Full User LSAP($110 each) $330 ❑ 5 LF Retrieval User($220 each) $1,100 ❑ 5 LF Retrieval User LSAP($44 each) $220 ❑ LF 3 User SnapShot($100 each) *imports documents from computer $300 ❑ LF 3 User SnapShot LSAP($20 each) $60 ❑ LF 3 User E-Mail Plug In($80 each) *requires MAPI compatible e-mail $240 ❑ LF 3 User E-mail Plug In LSAP ($16 each) $48 ❑ LF Integration Express GIS $2,500 ❑ LF Integration Express GIS Priority LSAP $750 ❑ LF Integration Express GIS Additional Layer $1,500 ❑ LF Integration Express GIS Additional Layer Priority LSAP $450 ❑ 2 LF ScanConnect(required for each scanner purchased/utilized) @$165 each $330 U 4 days Installation&Training of Document Management Software @$1,200 per day $4,800 *Includes travel expenses 0 20 hours, Personalized Professional Services & Support Package @$110 per hour $2,200 *Travel expenses not included for onsite visits. Total Software $33,983 For budgetary purposes, the Client should include this$4,768 in annual budget for renewal of LSAP of the above quoted software. PHASE TWO: AGENDA MANAGEMENT SOFTWARE &ANNUAL SUPPORT ❑ MuniAgenda Software *removed profile and 25 user note $9,800 ❑ MuniAgenda Annual Support(MSAP) $3,000 U 3 days Installation&Training of Agenda Management Software @$1,200 per day $3,600 *Includes travel expenses 20 hours, Personalized Professional Services & Support Package @$110 per hour $2,200 *Travel expenses not included for onsite visits. Total Software Support and Updates $18,600 For budgetary purposes, the Client should include this$3,000 in annual budget for renewal of MSAP of the above quoted software. HARDWARE: Hardware prices do fluctuate frequently.Pricing will be confirmed prior to order. Please see section 10 for minimum hardware requirements PAYMENT & BILLING TERMS MCCi will invoice fifty percent(50%)of the total contract amount upon scheduling of installation. Balance will be invoiced and billed upon completion of installation. Payment will be due upon receipt of an invoice. Total Project Cost $52,583 ADDITIONAL USER LICENSING & OPTIONAL SOFTWARE QUOTATION SHEET ADDITIONAL USER LICENSES SOFTWARE & SUPPORT ❑ LF Full Users @ $550 each $ ❑ LF Full Users LSAP @$110 each $ *When purchasing additional full users please keep in mind that additional E-mail Plug In Licenses are required to be purchased and additional SnapShot Plug In Licenses are required to be purchased as priced below. ❑ LF Retrieval Users @$220 each $ ❑ LF Retrieval Users LSAP @ $44 each $ *When purchasing additional retrieval users please keep in mind that additional E-mail Plug In Licenses are required to be purchased as priced below CAPTURE PLUG IN SOFTWARE & SUPPORT ❑ SnapShot @$100 each(imports documents from computer) $ ❑ SnapShot LSAP @$20 each(imports documents from computer) $ ❑ LF Import Agent @$1,495 each $ ❑ LF Import Agent LSAP @$390 each $ ❑ LF ScanConnect(required for each scanner purchased @$165 each $ DISTRIBUTION PLUG IN SOFTWARE & SUPPORT ❑ LF WebAccess $7,995 ❑ LF WebAccess LSAP $1,590 ❑ LF Plus Plug In Software(publish CD's), @$3,795 per station $ ❑ LF Plus Plug In Software LSAP (publish CD's), @$1,590 per station $ ❑ E-Mail Plug In(requires MAPI compatible e-mail system) @$80 each $ ❑ E-Mail Plug In LSAP(requires MAPI compatible e-mail system)@$16 each $ WORKFLOW &PROCESS AUTOMATION PLUG IN SOFTWARE& SUPPORT ❑ LF Workflow $15,000 ❑ LF Workflow LSAP $3,000 ❑ LF Workflow Additional User $300 ❑ LF Workflow Additional User LSAP $60 ❑ LF Starter Audit Trial $2,495 ❑ LF Starter Audit Trail LSAP $500 ❑ LF Standard Audit Trial $4,995 ❑ LF Standard Audit Trail LSAP $1,490 ❑ LF Advanced Audit Trail $7,995 ❑ LF Advanced Audit Trail LSAP $2,390 ❑ LF Records Management Module $6,000 ❑ LF Records Management Module LSAP $1,200 BATCH PROCESSING SOFTWARE &SUPPORT (Below costs are per station) ❑ LF QuickFields *allows batch processing of documents $495 ❑ LF QuickFields LSAP $100 ❑ QF Annotation/Bates Number $495 ❑ QF Annotation/Bates Number LSAP $100 ❑ QF Bar Code $1,495 ❑ QF Bar Code SAP $300 ❑ QF Document Classification $4,995 ❑ QF Document Classification LSAP $1,000 ❑ QF Forms Combo $9,995 ❑ QF Forms Combo LSAP $2,000 ❑ QF Forms Processing $7,995 ❑ QF Forms Processing LSAP $1,600 ❑ QF Forms Registration $2,495 ❑ QF Forms Registration LSAP $500 ❑ QF Optical Mark Recognition $2,495 ❑ QF Optical Mark Recognition LSAP $500 ❑ QF Pattern Matching $495 ❑ QF Pattern Matching LSAP $100 ❑ QF Agent $9,995 ❑ QF Agent LSAP $2,000 ❑ QF Real-time look up $495 ❑ QF Real-time look up LSAP $100 ❑ QF Zone OCR $2,495 ❑ QF Zone OCR LSAP $500 INTEGRATION SOFTWARE&SUPPORT ❑ LF Integrator's Toolkit $2,500 ❑ LF Integrator's Toolkit LSAP $750 ❑ LF Integration Express $2,495 ❑ LF Integration Express Priority LSAP $749 • ❑ Fiche Feeder $3,495 ❑ Fiche Feeder Priority LSAP $700 INSTALLATION,TRAINING& SUPPORT SERVICE U Installation&Training of software, travel expenses included $1,200 per day ❑ Personalized Professional Services & Support Package $110 per hour 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: March 14, 2005 By: (Signature) Lawton Langford-Managing Director (Printed Name&Title) Witness: (Signature) Noted Items Accepted by: CITY OF DORAL,FLORIDA Date: By: (Signature) (Printed Name&Title) Witness: (Signature) (Printed Name&Title) PROFESSIONAL SERVICES PROPOSAL MCCi, a Limited Liability Company and subsidiary of MUNICIPAL CODE CORPORATION, which is duly organized and existing under the laws of the State of Florida, hereinafter referred to as MCCi, hereby offers the LaserFiche Software & Services to the City of DORAL, FLORIDA, a corporation duly organized and existing under state law, hereinafter referred to as the Client, according to the following terms and conditions. LASERFICHE SOFTWARE HARDWARE 1. LASERFICHE SOFTWARE. MCCi will provide LaserFiche (LF) Software, a full-featured version of LaserFiche. 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 provides a truly concurrent licensing structure. Instead of purchasing a license for every computer with LaserFiche installed, licenses can be purchased to suit the needs of the number of people enterprise-wide that will use LaserFiche. The number of licenses purchased equals the number of concurrent users of LaserFiche. For example the 12 Retrieval users could be installed on 20 different PCs but only 12 of them could access the system simultaneously. • LASERFICHE UNITED: LaserFiche United unites document imaging and management applications using the MS SQL Server platform. With LaserFiche United the Client is required to purchase the MS SQL database in addition to the LaserFiche Application. This can be purchased by the organization, or pricing can be supplied by MCC. 2. LASERFICHE PLUG INS, UTILITIES & 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. Capture Plug Ins: • Laserfiche Import Agent"'automates document importing and document management within Laserfiche, particularly well-suited to work with multi-function peripherals • Laserfiche Universal CaptureTM supports specialized capture devices such as microfilm scanners,copier-scanner hybrids and x-ray scanners • Laserfiche Remote ScanningT"'delivers high-speed scanning via WANs and the Internet for remote offices and branch locations • Laserfiche ScanConnectTM scanning support for a wide variety of desktop and production document scanners • Laserfiche SnapshotTM creates archival images of electronic documents for full-text indexing Distribution Plug Ins • Laserfiche WebLinkTM secure,platform-independent Web publishing that integrates easily with your existing Web site. • Laserfiche WebAccess is a web-browser-based,true thin client for secure,wide-scale document management deployment. • Laserfiche PIusTM Archive and distribute documents on royalty-free CD's or DVD's with built in search engines. • Laserfiche E-Mail Plug-inT"'allows instant electronic document distribution via standard MAPI-compliant e-mail applications. • Laserfiche COLD/COLD PlusT"'archives machine-generated reports to digital media,eliminating great quantities of paper reports,cutting storage costs and allowing immediate report retrieval. • Laserfiche COLDLinkT"'delivers maximizes COLD productivity benefits with single-interface access to COLD and Laserfiche imaging databases. Workflow&Process Automation • 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: This edition allows a more finely grained auditing configuration that tracks only the data that you need. 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: Besides doing everything that the other two versions do,this version 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. Batch Processing • Laserfiche Quick Fields"'automates document sorting and indexing for reduced data entry costs and manual indexing errors • QF Real-time look up: look up and extract data from a 3rd party database,verify values extracted from an image matched values in the 3rd party database • QF Universal Capture:provides additional scanner support • QF Zone OCR: scan a zone on an image captured by QF for text • QF Bar Code Recognition: read bar codes on images captured by QF. • QF Quick Forms: permits multiple document classification,as well as include advanced capabilities such as form recognition,form registration,form removal and optical mark recognition. • QF Document Classification: designed for clients who deal with multiple forms,and will recognize and process multiple document types. • QF Annotation/Bates Numbering: The Bates stamp option is a document auto-numbering annotation option Integration • LF Integrator's Toolkit: Tools&documentation necessary for customizing Laserfiche • LF Integration Express: Packaged solution for image-enabling integrations • LF Integration Express GIS: Simplified image-enabling integrations between Laserfiche and geographic information systems. • Fiche Feeder: enables you to populate Laserfiche Databases from disparate ODBC compliant sources and fixed, tab,comma,or user defined delimited files. MCCi will be happy to quote any of the above options, with the associated training expense upon your request. 3. LASERFICHE SOFTWARE UPGRADE. When software is upgraded, the old copy of the software must be returned and will no longer be a valid copy. Proof of previous purchase is required to receive upgrade. Upgrade credit applied towards new purchase is 100%of original 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. Otherwise, a minimum software upgrade adjustment will be applied to comply the 10% price difference 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 LSAP for the new products. 4. SOFTWARE SUPPORT. Software Support for the above software packages is offered by MCCi and Compulink. (Developers of LaserFiche software) Any Updates requiring shipment of Software requires Client to pay shipping costs. LaserFiche Software Assurance Plan(LSAP) includes: Telephone or E-Mail support for software related issues, All new software version updates, 24-hour FTP and web site access and Technical bulletins and newsletters 5. SOFTWARE INSTALLATION. MCCi will install all software outlined here in. If additional software is needed to bring the site up to specifications customer will be billed accordingly. 6. END USER TRAINING. MCCi will provide instructor-led hands-on training in the operation of the LaserFiche Software and Plug-ins. Training arrangements will be dependent upon number of users purchased. Training will involve demonstrating the setting up of volumes, templates, and folder hierarchy. Training also includes how to Scan, Optical Character Recognition (OCR), Index, and Search the documents and more. 7. SYSTEM ADMINISTRATOR TRAINING. MCCi will provide a one day training session to your organization's Systems Administrator. The Training will include Configuring LaserFiche System, Database Maintenance, Security Settings, Data Back Up, Methods of Communication for LaserFiche Software Support, and Solution Development. 8. SITE PREPARATION. Site should be ready for installation according to specifications outlined within the LaserFiche brochures listed under "Technical Specifications". Any additional work by our IS installation team not covered in this contract, ie: Network modification and reconfigurations; will be billed at $125 per hour. 9. PERSONALIZED PROFESSIONAL SERVICES&SUPPORT PACKAGE. • Solution DevelopmentiConsultation. MCCi will consult with end users, retrieval viewers, and also the System Administrator, in an effort to develop strategies for Document Management prior to the initial installation and user training. This includes: Researching various documents in order to determine desired organization and retrieval capabilities of those documents, and Consultation on the indexing of documents (Our experience in indexing is invaluable). This service is a session that involves showing you how MCCi's other customers are using their systems, and also many of the solutions that we have developed for customers, such as the development of a Records Retention program within LaserFiche. We also refer to this as a"hand holding package" for the first year after system implementation. • User Telephone or E-mail Support: This service is offered by MCCi to augment the LaserFiche Software Assurance Plan. This service provides for MCCi to provide Telephone(or Email)User question support by the next business day for questions relating to the use of the software which is not covered in the Software Support. • Remote Access Support: If your system meets all requirements MCCi will include the installation and training on the use of Remote Access Software. Remote Access Software will let MCCi provide helpdesk support remotely. It will allow our helpdesk to be more efficient and reduce call times by enabling our helpdesk to take control of your machines remotely to resolve problems faster. The use of Remote Access Software can save you both time and money by reducing the delays in resolving software issues without costly on-site visits. • Annual On Site Review & Analysis: This annual service is intended to ensure that your organization is using the system to its fullest capabilities. MCCi will access your system to review and analyze how your organization is using the LaserFiche System in its day to day operations. MCCi will identify any potential problem areas and make recommendations for better use of the system. MCCi will provide any additional training necessary for making recommended improvements and also task specific training that you have requested. MCCi will review your organizations database backup procedures to ensure the data backup is being performed as recommended. MCCi will also provide consultation with members of your organization to assist in developing Document Management solutions specific to your needs. This analysis is designed to be implemented 6 months after the initial LaserFiche Software installation, and would be performed annually after that date, if the client chooses to renew the package after the first year. 10. RECOMMENDED HARDWARE SPECIFICATIONS. MCCi will provide necessary consultation as to the compatibility of current hardware with the LaserFiche system. Changes and recommendations will be made at the time of consultation. See system requirements below. Please keep in mind that these are the minimum system requirements. All scanners also require the ScanConnect Software,which is quoted below. SCANNING STATION PC SERVER REQUIREMENTS SCANNERS Operating System:Windows 2000 or XP Operating System:Windows 2000,or Windows 2003. Must utilize ISIS drivers CPU:800 MHz processor or faster CPU:Pentium III 700 MHz processor or faster Memory:256 MB RAM;Commuiicetions:TCP/IP Memory:512 MB RAM mini mmm;l MB per additional user Web browser.Internet Explorer 5 or higher Communications:TCP/IP FOR LF UNITED VERSION ONLY: Database Engine:MS SQL Server 2000 (service pack 3 or higher) CLIENT REQUIREMENTS WEBLINK REQUIREMENTS Operating System:Windows 2000 or XP Operating System:Windows 2000 w/Internet Information Service 5.0 CPU:Pentium II 500 MHz processor or faster CPU:Pentium HI 650 MHz processor Memory:128 MB RAM;Commmnications:TCP/IP Memory:256 MB RAM Web browser Internet Explorer 5 or higher 11. HARDWARE. Hardware prices do fluctuate frequently. Pricing will be confirmed prior to order. Support for all Hardware is provided by the hardware manufacturer and is the responsibility of the Client. Warranties for all hardware can be quoted upon request. 12. PAYMENT & BILLING TERMS. MCCi will invoice fifty percent(50%)of the total contract amount upon scheduling of installation. Balance will be invoiced and billed upon completion of installation. Payment will be due upon receipt of an invoice. MUNIAGENDA SOFTWARE SERVICES 1. MUNIAGENDA SOFTWARE. MCCi will provide the client with the MuniAGENDA Software(developed by Novusolutions) which is a web based solution designed specifically for Government organizations. MuniAGENDA will save time and money by streamlining the process of Agenda item creation. MuniAGENDA Editions are listed below: Standard Edition- MuniAGENDA Standard Edition includes the core code for managing your Agenda process for multiple meetings within your organization. A feature overview follows below: • Create Agenda Items- Authorized users can create items for your upcoming meetings. • Add Attachments— Users can add multiple attachments to nay item. • Configured workflow—Workflow can be set to vary by item type as required by your existing processes. Workflows are defined in the services area of the deployment and set by a MCCi developer prior to shipment. • Customized Public Agenda—The agenda viewed by public can be customized to meet your specific need. The cost of development for the customized agenda is covered in the services area of deployment but the ability to use custom agendas is included in all versions. • Multiple Meeting Types— Clients have the ability to manage an unlimited number of meeting types. Commission or board meetings, Committee meetings and more can all be managed at no additional cost. • Clerk Meeting Manager—The board clerk can manage meetings dates and types in a simple to use interface. • Custom Item Categories— Clients can define the categories for items being created. • Custom Item Details Page—The item details page used to create an Agenda item is customized for each client. Clients may have more than one layout for Agenda item details if they vary by item type. The cost of developing the details page itself is covered in the services area of deployment but the ability to use custom details pages is included in all versions. • Independent User Management—You can mange your users within MuniAGENDA without interaction with LDAP or other services. • Internal Item Search— Internal users can search for items in the database for research purposes. • Create Minutes Module— Clerk can record meeting meetings during the meeting or after. • Customized Minutes Page—A custom web page is created to display your meeting minutes to the public. You define the layout. The cost of developing the minutes page itself is covered in the services area of deployment but the ability to use custom minutes pages is included in all versions. Professional Edition- MuniAGENDA Professional Edition includes the Standard Edition plus the features listed here: • Convert Attachments to PDF— Some clients wish to automatically convert all attachments to PDF for presentation to the public. • External Public Item Search—This is a custom web page that allows the public to search past items for research purposes. Users can search on item descriptions including attachments. The cost of developing the search page itself is covered in the services area of deployment but the ability to use a custom search page is included in the professional version. • LDAP Authentication- Users are authenticated against your Active Directory. Enterprise Edition-MuniAGENDA Enterprise Edition all the feature above plus those listed here: • Export Items with attachments to a defined directory-Clients may wish to hand a CD to their board members of all the items on an upcoming meeting. This is useful if board members do not care to navigate to MuniAGENDA using the web to prepare for meetings. Once the export is complete a CD can be made of the file directory. • Public Notification-The public can sign up to be notified via e-mail when a new meeting agenda is published. • NovusMEETING -Allows Board Members to vote online during a meeting. 2. MUNIAGENDA SOFTWARE UPGRADE PROTECTION &TECHNICAL SUPPORT. MCCi includes the first year of support in the initial implementation cost. MCCi offers all clients an annual Support and Upgrade Protection program(SUPP). The SUPP is designed to be renewed each year on the anniversary date of the initial installation. The cost of the program is listed in the pricing section. SUPP offers your organization continued access to technical support as well as solution upgrades as they are released. While this is an optional program it is strongly recommended due to its low cost and high value to our clients. Benefits of the program: • All upgrades are sent at no charge as they are released. • Your technical staff continues to receive technical support with answers to their questions on the product. MCCi does provide continued technical support for all MCCi applications. Ongoing questions about how to use the software or related technical issues can be referred to your project manager at any time in the first year of use at no charge. Technical support is provided via-email or telephone during normal business hours of 8:30 AM to 5:30 PM EST. Clients can designate several individuals who are to be the technical support contacts. Those individuals may contact MCCi at any time for technical support. There is no limit on the number of technical support calls that can be made, within reason. MCCi provides level one technical support within 4 to 8 business hours. If level one support can not handle a question, they will escalate it to level 2 support. Level 2 support will respond within 24 to 36 business hours. 3. SOFTWARE INSTALLATION. Upon shipment, MCCi provides complete installation instructions. The software and the installation instructions are shipped to clients on a CD. Client can install the solution without technical support however, remote technical support is made available as part of a standard deployment with no additional cost. Client can schedule time for remote technical support by contact their MCCi project manager. This should be done with at least three days notice to insure proper support is available. There are certain circumstances when MCCi may be required to be onsite for software installation, and the appropriate charges will apply. 4. IMPLEMENTATION PROCESSES& SERVICES. Once a purchase order or signed contract has been received, a MCCi project manager will be assigned to your project. It is the responsibility of your organization to assign a single point of contact for this project. While more than one person can be involved in the process a single point of contact for key issues is important.Notify your MCCi account representative or project manager who this person will be. This contact will be handled via conference calls and web conferencing. Implementation Services -Your project manager will contact your coordinator to run through the mockup and deployment process. • Mockups- Each client has their own format for board meeting agendas. One of the many benefits of MuniAGENDA is that a unique agenda layout can be created for each client. Your MCCi Project Manager will work with you to create an online Agenda that meets your unique needs. This process is handled via teleconference calls. Meetings will focus on the layout of your current Agenda and the any changes you wish to make to it. Once your needs are understood MCCi will mock-up a sample Agenda for your review. We will go through this mockup process until your exact needs are met. • Development- Once Mockups are approved by you,they will be turned over to MCCi developers to create your specific layout. One developer will be assigned to build your layout to insure continuity on the project. The development time frame can vary based on current work load and the complexity of your web site, however most projects are shipped within one month of mockup approval. Once complete,your software is bundled and burned to a CD. The CD is shipped to you via private carrier service. Upon receipt of the software, your team should schedule a day and time for the installation to take place. This schedule should be made available to your MCCi Project Manager at least three days ahead to insure proper technical support is on standby to answer your questions. The CD includes complete installation instructions for our software. It does not include installation instructions for the Operating Systems or Databases on your server. Those are provided by your other software vendor. MCCi does not provide technical support for setup or configuration of any software other than MCCi solutions. Questions regarding Database setup or Operation System installation should be referred to those vendors. Deployment Services-Certain deployment services must be provided to insure a successful deployment of MuniAGENDA. These services can be delivered by your own internal staff or with the use of MCCi staff. In the section below we describe the services required for a successful rollout and the skill set needed to deliver each of the services. If you have the proper skill set on staff and the staff has time to allocate to this project, you can deliver some of these services yourself. If you do not,you should consider using MCCi to deliver some or all of these services. Keep in mind,you may purchase some or all of these services from MCCi. You are free to pick and choose the services you want to handle on your own. There is no obligation to purchase services from MCCi except those provided only by MCCi. These are the services required for a successful roll out. • MCCi Project Manager and QA— A MCCi project manager is provided as part of your software cost for the purpose of preparing the software for shipment. However, other services from MCCi require a project manager to oversee that work. • Process Analysis—Your current process must be reviewed in order to help establish the workflow patterns and requirements in the automated solution. MuniAGENDA has the capability for two types of workflow. One is a push through workflow,defined by users and the other is a preset workflow set up by Admins. Analysis is required to coordinate how these workflow options are set up in your code. Once the process analysis is complete the workflows must be set up in you software. This task involves the analysis and the resulting setup. This process typically takes 40 hours of work. The resource required for this service is a person who can understand your process flow and then translate that into workflow solutions that will meet the needs or your team. This person should be an experienced project manager who is capable of communicating with department heads and others within your organization to carefully define their current needs. • Customized Details and Agendas— MuniAGENDA comes with a default screen for item details. In addition, it comes with a default layout for your online Agendas and Minutes. If you want either of these customized, we will go through a discovery process to understand the layouts and fields needed. • The Item Details screen can be customized to match payouts and field definitions used in your organization today. This customization is very useful to help your user population adapt quickly to the new system since they see page layouts that are familiar.Your online Agenda and Minutes pages can also be customized to meet your exact layout requirements. If MCCimanages this for you the process will go like this. Each client has their own format for board meeting agendas. One of the many benefits of MuniAGENDA is that a unique agenda layout can be created for each client. You can choose to use our default layouts or create your own custom layouts. If you choose custom layouts,your MCCi Project Manager will work with you to create an online Agenda and item details screen that meets your unique needs. Meetings will focus on the layout of your current Agenda and any changes you wish to make to it. Once your needs are understood MCCi will mock-up a sample Agenda and details page for your review. We will go through this mockup process until your exact needs are met. The resource required for this service is a MCCi Developer. • Custom Workflow-Your workflows may be unique and we can easily create and deploy your unique workflows for you as part of our services. The resource required for this service is a MCCi Developer or a SQL DBA on your team. • Project Management for On Site Rollout-You will require an experienced project manager to help roll this application out within your organization. MuniAGENDA touches every major department in your organization and the rollout and deployment plan can be challenging to execute. We have found clients preferring an outside entity for this task because they come into an organization with no existing barriers to overcome. Sometimes people respond better to an outside authority on site for a defined period than they do to existing staff. This is not always the case but if it is, a MCCi project manager on site may help with your deployment. The resource required for this service is an experienced project manager who can communicate with senior managers, department heads,board clerk and staff in a firm but friendly manner. • End User Training-You will require someone to train your end users. We suggest classes with a maximum of 15 students. Each class lasts about 2 '/2 hours so two classes per day is easy to deliver. Each classroom should have a projector attached to the trainer machine and all students should be working on their own computers in order to maximize the classroom time. A white board in the room will be useful. Trainers will require 7 '/2 hours per day for training and they can deliver two classes per day.This includes their preparation time for each class. You should estimate the total student count to be 25 students per day of training. Although classes can accommodate 30 students, our experience indicates some students will miss their scheduled training event for one reason or another so estimate your training days using 25 students per trainer day. MCCi provides training manuals as part of your software purchase so you only need to provide the trainer and classroom. You will be required to provide copies of the training manuals in paper or electronic format to each student. The manuals are provided to you in Microsoft Word format. The resource required for this service is a person who has a good understanding of computers and has at least one year of experience training students on the use of software. • Administrator Training-You will require at least one or a small team of central administrators to oversee your MuniAGENDA solution. The Administrators will be managing user rights,creating global groups, overseeing site structure and a number of key centralized tasks related to site appearance and workflows. It is strongly recommended that you have MCCi train your central administrators and your Board Clerk. A single day of training will save these administrators valuable time managing the solution. The administrator class lasts 7 hours and should have no more than 8 students in attendance. Administrators should have a solid understand of your Agenda policies and procedures. They should be at or near the decision making level in the department overseeing this project. They do not have to have extensive technical experience but they should be at the power user level. A key criterion for administrators is a firm understanding of the primary goals for your Agenda project. The resource required for this service is a MCCi trainer. This will be money well spent toward your project success. • Board Member Training—Board Members will want to be trained on how to access Agenda using the web. They will have questions about the technology and how it will affect the meetings they will be preparing for and voting in. Board Member training is delivered on an executive level. The atmosphere in this session focuses on the higher view and less on the details of the day to day item processing. The resource required for this service is a person who has a good understanding of computers and has at least one year of experience training students on the use of software. They should be able to create the Executive Training atmosphere required for this type of training. Optional Services - The services listed above are core services that must be covered in order to insure a successful rollout of any Automated Agenda solution. In addition to these services you may want to consider other services. Other services are not required for a successful rollout. • Custom Training Manuals—MCCi training manuals are complete training and teaching aides that will help your users manage their way around this application.We make extensive use of screen shots to portray tasks to make the manuals visually oriented. You may want to customize these manuals to reflect the look and feel of your custom screens as well as your Agenda policies. The process of manual customization can be done by MCCi or your own staff. This task can be completed in about 25 hours. The resource required for this service is a person well versed in the use of Microsoft Word. They should keenly aware of your Agenda polices and procedures and have experience creating training aides. • Hosting—Hosting this solution can be provided by you or MCCi.The technical specifications are listed in your proposal for internal hosting. You may decide not to host your own Agenda solution. If this is the case,you can outsource hosting to MCCi or another qualified hosting company. Any qualified hosting provider can offer this service in addition to MCCi. If you are hosting with another vendor,you may bring the hosting in house at any time with a relatively small effort. Contact your MCCi project manager for details on this task. The costs offered here are subject to change annually based on the consumer price index and may be adjusted to accommodate unexpected consumption of bandwidth and memory. • Automated PDF conversion -MuniAGENDA can incorporate an optional feature of automated conversion of uploaded documents to PDF. This process can be incorporated in your deployment as an additional service. We handle this conversion using a third party conversion tool built by ADLIB systems. This tool can be fully integrated to MuniAGENDA to create PDF's from all attachments upon upload. In addition, conversion of custom web pages can also be added. The benefit of serving attachments on the web, in PDF format, is significant. This service involves MCCi developers handling the integration of the PDF conversion tool prior to deployment. All you have to do is install one other application on initial deployment. Another benefit of using the PDF conversion utility is to produce a single PDF file of your entire agenda. This would include all attachments for each item and any custom web pages such as your agenda. This PDF file can be indexed and hyperlinked for presentation on the web or for one click printing of the entire agenda. Another benefit is the ability to provide a single PDF file for Board Members on a CD for their review prior to meetings. The resource required for this service is a MCCi Developer. This service can not be provided by your staff. 5. CUSTOMIZATIONS. MuniAGENDA is a solution designed for customization in key areas. Our experience shows user adoption rates increase significantly when users see familiar interfaces. Better user adoption lowers deployment risk. Because of this reality, we designed certain sections of MuniAGENDA to be easily customized without disrupting the code function behind the solution. Some examples are: • Item details screen—These are typically customized for each client. This screen has many names, Salmon sheet, Executive summary, Management overview and more. We have run into an endless variety of layouts for the primary cover sheet for an item. In addition we have seen layouts change based on the nature of the item. For example,a resolution may have a different layout than an ordinance. MuniAGENDA is designed to accommodate these variables by making these screens easy to customize during deployment. • Public Agendas—Each client has a unique layout for their public agenda. Your logos,your boilerplate and your layout are all included in the public agenda we create for you. • Workflow— Forms take different workflows. The workflow model in MuniAGENDA allows for the creation of form specific workflows. Resolutions can take one workflow and ordinances can take another. Finance may have a unique workflow compared to human resources. The customization of these areas can be completed by the MCCi services team as part of your deployment process. The process is not complex for the customer.You simply answer some workflow questions and show us some forms and we will handle the details for you. 6. RECOMMENDED HARDWARE & SOFTWARE REQUIREMENTS. MCCi will provide necessary consultation as to the compatibility of current hardware with the MuniAGENDA Software. Changes and recommendations will be made at the time of consultation. MuniAGENDA is a solution written in C# Dot NET.The application resides on a web server and stores data in a Microsoft SQL 2000 database. The SQL database can be on the same server or another server in the same domain. • Hardware Requirements: Web Server and Database Server MuniAGENDA DOES NOT require a dedicated server for optimal performance. The server should have the following hardware specifications: Pentium IV 2.0 or higher GHZ 512 MB of RAM 100 megabit network card Hard drive storage 40 GB Microsoft Dot Net Frame work must be installed CD-Rom drive • Software Requirements: Web Server Operating System Windows 2000 Server or higher IIS 5.0 or higher SMTP service running Standard installation Database Server Operating System Windows 2000 Server or higher Database Microsoft SQL 2000 or higher Standard Installation Client Machines Client computers accessing MuniAGENDA can do so using a web browser. No other client side software is required. Clients can be PC or MAC. 7. HARDWARE. All Hardware and Hardware Support, as provided by the hardware manufacturer, is the responsibility of the Client. 8. PROJECT TIME LINE. 1 Mockup planning for Agenda Project team Project Manager 15 days 4 hours 2 Mockup design for Agenda None Designer 25 days 3 Mockup approval and redesign Project team Designer/Project 35 days based on feedback 4 hours manager 4 Development of code to match None Developers 65 days your specifications 5 Installation of code IT/DBA Tech Support 70 days 3-5 hours 6 Code testing IT Tech support 72 days 2 hours 7 Admin Training Admin Staff Trainer 75 days 3 hours 8 End User Training Trainers Trainer 85 days 3 hours per class 9. PAYMENT & BILLING TERMS. MCCi will invoice fifty percent(50%)of the total contract amount upon scheduling of installation. Balance will be invoiced and billed upon completion of installation. Payment will be due upon receipt of an invoice. General Code Selected Laserfiche Component Current Price List October 2004 di __ 1610 20th Street Orange City, FL 32763 Item LSAP Model No. Price Basic Priori RE Laserfiche RME for SQL (includes Laserfiche United, Records Management S35 $20,000 $4,000 $6,000 I Module, and Advanced Audit Trail) RME Additional Database SA35 $3,000 $600 $900 OR Laserfiche United for SQL S30 $6,600 $1,320 $1,980 Laserfiche United Additional Database SA3 $3,000 $600 $900 Records Management Module RM2 $6,000 $1,200 $1,800 Advanced Audit Trail 97871 $7,995 $2,390 $3,198 L=MigINI Full User, with SnapShot and E-Mail F, PM, PS $730 $146 $219 Retrieval User, with E-Mail R, PM $300 $60 $90 Plus Plus-in 97840 $3,795 $1,590 $1,898 Web Access WA1 $7,995 $1,590 $2,390 WebLink 97830 $7,995 $1,590 $2,390 Laserfiche QuickFields QF $495 $100 $149 QF Zone OCR QF-3 $2,495 $500 $749 QF Bar Code QF-4 $1,495 $300 $449 QF Real Time Look Up QF-5 $495 $100 $149 QF Forms Processing (includes QF-10, QF-11, Forms QF-8 $7,995 $1,600 $2,399 Recognition) QF Document Classification QF-9 $4,995 $1,000 $1,499 QF Forms Registration QF-10 $2,495 $500 $749 QF Optical Mark Recognition QF-11 $2,495 $500 $749 QF Pattern Matching QF-12 $495 $100 $149 QF Forms Combo (includes QF-3, QF-8, QF-9) OF-C1 $9,995 $2,000 $2,999 QF ScanConnect QF-1 $165 QF ScanConnect 5 Pack QF-1-5 $660 No LSAP purchase necessary. QF ScanConnect 10 Pack QF-1-10 $915 lm ort A ent PI $1,495 $390 $449 W Laserfiche Workflow Suite Workflow(includes 10 Workflow users) WFS $15,000 $3,000 $4,500 Workflow Additional User WFA $300 $60 $90 Laserfiche Agenda Manager Agenda Manager(Includes 5 Profiles) AM $15,000 $3,000 $4,500 Agenda Manager Additional Profile AMA $1,500 $300 $450 Agenda Manager Additional Profile -5 Pack AMA-5 $6,000 $1,200 $1,800 Page 1 General Code Selected Laserfiche Component Current Price List October 2004 Agenda Manager Additional Profile - 10 Pack AMA-10 $10,000 $2,000 $3,000 Page 2