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HomeMy WebLinkAboutItem #05 MCCi Project I center of Good L . ~'r>e IT>~ AGENDA ITEM COVER SHEET Meeting Date: 8/5/06 Item # 5 Contact Name: Contact Number: Brian Ross (407) 905-3100 Reviewed By: Department Director: City Manager: ~::-- Subject: Authorize contracts and expenditures with MCCi for the Document Management Project. Background Summary: On June 21, 2005 the City Commission approved the expense of funds in the current and subsequent budgets for the Document Management project to R&S Integrated as the most responsive vendor. Issue: The City has worked with R&S Integrated for the last 12 months for the initial installation of the document imaging system. Now, as the project moves towards records retention, staff would like to contract with MCCi which specializes in working with City Clerk Offices. Recommendations Staff recommends contracting with the 2nd most responsive vendor and authorizing the signing of all contracts and expense of budgeted funds for this project to MCCi. Attachments: Financial Impact: No increase in financial expenses as the project will continue as planned with existing budgeted funds. Type of Item: (please mark with an "x') Public Hearing _ Ordinance First Reading _ Ordinance Second Reading Resolution Commission Approval Discussion & Direction For Clerk's Deot Use: _ Consent Agenda _ Public Hearing _ Regular Agenda _ Original Document/Contract Attached for Execution by City Clerk _ Original Document/Contract Held by Department for Execution Reviewed by City Attorney Reviewed by Finance Dept. Reviewed by ( ) cd! kJ Jd- N/A N/A N/A . MCCI Municipal Code Corporation SALES DEPARTMENT PO Box 2235. Tallahassee, Florida 32316 TELEPHONE (800) 342-2633 . FAX (850) 701-0715 August 23,2006 Mr. Brian Ross City of Ocoee Information Services Director 150 North Lakeshore Drive Ocoee, Florida 34761 Dear Mr. Ross: Thank you for speaking with Account Executive, Bob Kinsey, recently regarding your City's consideration of additional software training and installation to your current Laserfiche System. Pursuant to your conversation with Bob, we have enclosed a quotation sheet outlining the cost for this additional training. If you have any questions concerning our quotation or desire additional information, please do not hesitate to call on our toll-free number. We appreciate the opportunity to be of continued service to you and the City of Ocoee. Sincerely, Candice Poarch Administrative Assistant /cp clpoarch@mccinnovations.com Executive Summary Laserfiche is unique in that it offers a wide variety of plug ins and utilities that allow you to customize and enhance your system to specifically meet your needs. From easy to use plug ins that allow you to effortlessly capture and distribute your documents to more robust utilities that provide Auditing, Workflow and Web access, these products give you the ability to maximize the use of your system. Document Capture and Forms Processing: Flexible capture alternatives are essential for preparing paper and electronic documents for archival, retrieval and distribution across your document management solution. The Laserfiche document imaging and management platform provides basic scanning, batch processing and electronic document import. For your specialized capture needs, Laserfiche offers a set of solutions that accommodate documents found in widely varying formats and locations organization-wide. . Distribution: Maximizing the value of information locked in an organization's documents requires putting it in the hands of decision-makers when and where it's needed most. From staff in remote offices, to clients, the public and regulatory officers, individuals within and beyond your organization rely upon fast information access to work at peak productivity. Laserfiche answers these demands with secure, reliable distribution across your network as well as solutions for the Web, CD, and e-mail. Audit Trail: lr\formation is one of your organization's most important assets and, increasingly, one of the most regulated. To guarantee the integrity of information assets, protect business relationships and ensure regulatory compliance, organizations must secure business records, along with the personal data of their employees and customers, against unauthorized access. Monitoring repository usage is vital to achieving these goals. Laserfiche Audit Train enables precise tracking of user activity in the Laserfiche repository. Whether the need is to maintain the security of sensitive documents, track staff productivity or monitor records for compliance, Audit Trail provides managers and executives with the right information. Integration: Laserfiche Integration products allow the capability of quickly and cost-effectively developing custom imaging applications tailored to your business needs. These products provide software and documentation to integrate Laserfiche with third-party applications, customize system functionality and automate Laserfiche-related tasks. 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 OCOEE, FLORIDA a corporation duly organized and existing under state law, hereinafter referred to as the Client, according to the following terms and conditions. 1. LASERFICHE SOFTWARE. MCC will provide the Client with the Laserfiche (LF) Software for installation on the Clients existing Laserfiche System. 2. SOFTWARE SUPPORT. Software Support for the above software packages is offered by MCCi and Compulink. (developers of Laserfiche software) 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. Adjustments in annual support rates may be made to coincide with current U.S. inflation rates. Any updates requiring shipment of software require Client to pay shipping costs. 3. MCCi SOFTWARE CUSTOMIZATIONS. The customer may elect to contract with MCCi to customize the standard software. As the basic software is upgraded, any customizations performed will require support in the form of updating. Customers will have two ways of paying for the required support. They may increase the cost of the annual support agreement by 20% or pay for modifications to the customizations, as required. 4. CLIENT SOFTWARE CUSTOMIZA TIONS. 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 any problems that may occur from these customizations. Routine updates to the software may affect any customizations made by the user. IfMCCi's help is required to correct/update any customizations made by the client, appropriate charges will apply. 5. OTHER PROGRAMS AND EFFECTS. Upgrades to existing programs, or the acquisition of new programs from vendors other than MCCi, mayor may not have an effect on any customizations made to the software by MCCi. MCCi will work with the client to update existing customizations via one of the two payment options listed above under "MCCi Software Customizations". MCCi will not be held responsible if upgrades or changes made by the customer preclude the operation of MCCi's customizations. 6. SOFTWARE INSTALLATION. MCCi will install all software outlined herein. If additional software is needed to bring the site up to specifications, customer will be billed accordingly. 7. TRA VEL EXPENSES. If the client cancels or reschedules an installation after MCCi has made travel arrangements, travel expenses may be incurred due to circumstances such as non-refundable airline tickets, hotel reservations, rental cars, etc. 8. 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. 9. RECOMMENDED MINIMUM HARDWARE SPECIFICATIONS. MCCi will provide necessary consultation as to the compatibility of current hardware with the Laserfiche System. See system requirements below. Please keep in mind that these are the minimum system requirements. SCANNING STATION PC Operating System: Windows 2000 or XP CPU: 800 MHz processor or faster Memory: 256 MB RAM;Communications: TCP!IP Web browser: Internet Explorer 5 Of higher SERVER REQUIREMENTS SCANNERS Operating System: Windows 2000, or Windows 2003. Must utilize ISIS drivers CPU: Pentium m 700 MHz processor or faster Memory: 512 MB RAM minimum;l MB per additional user Communications: TCP/IP FOR LF UNITED VERSION ONLY: Database Engine: MS SQL Server 2000 (service pack 3 or higher) CLIENT REQUIREMENTS Operating System: Windows 2000 or XP CPU: Pentium II 500 MHz processor or raster Memory: 128 MB RAM;Communications: TCP/IP Web browser: lntemet Explorer 5 or higher WEBLINK REQUIREMENTS Windows 2000 with lIS 5.0 or Windows 2003 with lIS 6.0 CPU: Pentium III 650 MHz processor Memory: 256 MB RAM INSTALLATION. TRAINING & SUPPORT SERVICE: 0' 13 days, Installation & Training of software @ $1,500 per day, travel expenses included Note: Any installation and training hours not used in the implementation will be converted to PSP hours. All installation and training costs are per day (based on an 8 hour day) and per MCCi Technician. 0' 16 hours, Professional Services Package @ $110 per hour *Travel expenses not included for onsite visits. $19,500 $1,760 PAYMENT & BILLING TERMS MCCi will invoice fifty percent (50%) of the total contract amount upon receipt of the signed contract. Balance will be invoiced and billed upon completion of installation. Payment will be due upon receipt of an invoice. Total Cost $21,260 Submitted by MCCi, LLC on August 23, 2006 Accepted this day of , 2006 by the City of OCOEE, FLORIDA. Signature Title: 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 Plu!! Ins: · Laserfiche Import Agent™ automates document importing and document management within Laserfiche, particularly well-suited to work with multi-function peripherals · Laserfiche ScanConnect™ Laserfiche ScanConnect allows ISIS scanning. A collection ofISIS scanner drivers is included with Laserfiche Scan Connect. These drivers allow images to be scanned through supported scanners. Scan Connect 7.x is can be purchased as an add-on to both Laserfiche scanning and Quick Fields. · Laserfiche Snapshot™ 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 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. Distribution Plu!! Ins · Laserfiche WebLink™ 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 staffto 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 Plus™ 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-in™ allows instant electronic document distribution via standard MAPI- compliant e-mail applications. · Laserfiche COLD/COLD Plus™ archives machine-generated reports to digital media, eliminating great quantities of paper reports, cutting storage costs and allowing immediate report retrieval. 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: 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 fmely 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 fmd 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. Batch Processinl! · Laserfiche Quick Fields™ automates document sorting and indexing for reduced data entry costs and manual indexing errors. Laserfiche Quick Fields is a collection of image processing and enhancement tools wrapped in an elegant and intuitive interface. We call Quick Fields a document capture platform because it is so much more than just an offline scanning tool. Because Quick Fields was developed specifically for Laserfiche document imaging and management solutions, it offers a unique functionality set designed to simplify automated capture and classification of documents. In addition to working with most production level scanners, Quick Fields supports the Universal Capture plug-in and includes a powerful tool called the Laserfiche Capture Engine. The basic premise of the Laserfiche Capture Engine is to provide the ability to "scan" documents into Quick Fields from a Laserfiche repository. This fairly simple idea is extremely powerful because it eliminates dependence on traditional scanners in order to take advantage of automated image processing technology. With Quick Fields, it does not matter how an organization images their documents. They could be scanned through a networked copier/scanner, automatically imported from a fax server or converted from an electronic format through Snapshot, and Quick Fields will process them as if they were scanned in directly. · Pattern Matching: The Pattern Matching add-on looks for a specified pattern within a user-defmed value. This process can be used to identify a document, validate data, or to save the matching data along with a document. The pattern that will be searched for is defmed by the user through predefmed criteria (regular expressions). A regular expression looks for a certain pattern in a string. It can then use this pattern to look for a character or a set of characters. · 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 Zone OCR: 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 Bar Code Recognition: 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 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 AnnotationlBates Numbering: The Bates stamp option is a document auto-numbering annotation option. · Forms Processing: The Forms Processing add-on consists of four processes, which are Laserfiche Form Extractor, Form Identification, Laserfiche Form Registration, and Laserfiche Optical Mark Recognition (OMR). Form Extractor removes the layout from an image and leaves data in a region specified on the page. Form Identification identifies images according to the layout of the page. Form Registration aligns images to match the layout of the form. OMR detects whether a region has been marked by comparing it with the same region on a master form. This add-on can only process or recognize forms when processing black & white images. Additional information is available. Inte2ration · 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 defmed delimited files. · Fiche Finder: enables you to search your Laserfiche Databases from third-party software applications.