HomeMy WebLinkAbout2019-09-17; City Council; ; Approval of Amendment No. 1 to Agreement for Laserfiche Avante and Document Scanning Services with ECS Imaging, Inc.CA Review ~
(i) S~~fi R~port
Meeting Date:
To:
From:
Staff Contact:
Subject:
9/17/2019
Mayor and City Council
Scott Chadwick, City Manager
Maria Callander, Director of Information Technology
maria.callander@carlsbadca.gov or 760-602-2454
Sheila Cobian, City Clerk Services
sheila.cobian@carlsbadca.gov or 760-434-2917
Approval of Amendment No. 1 to Agreement for Laserfiche Avante and
Document Scanning Services with ECS Imaging, Inc.
Recommended Action
Adopt a Resolution authorizing the city manager to execute Amendment No. 1 to the
Agreement for Laserfiche Avante and Document Scanning Services with ECS Imaging, Inc. (ECS)
for acquisition and implementation of Laserfiche Rio Enterprise Records Management software
in an amount not to exceed $515,465 for a four-year term.
Executive Summary
On April 9, 2019, the City Council approved Resolution No. 2019-048 for the acquisition of
Laserfiche Avante Records Management software and scanning services to digitize police
reports for the police department in the amount of $186,325. The city clerk evaluated the
Laserfiche software and would like to expand it city-wide to address multiple issues with the
existing records management system and implement digital document management processes
to replace manual paper processes where appropriate. The Laserfiche Rio Enterprise records
management system is a recognized industry standard for the municipal market and used by
multiple cities in San Diego County.
Staff is requesting the implementation of Laserfiche Rio Enterprise Records Management
solution for all departments city-wide. The implementation of Laserfiche Rio city-wide will
resolve issues with the existing records management system, digitize manual paper processes
to increase efficiency and reduce paper waste, enable standardization of records management
compliance processes and leverage the investment made in the Laserfiche Avante product
license earlier this year.
Amendment No. 1 includes implementation of Laserfiche Rio for city records management and
retention processes, a software upgrade for the police department from Laserfiche Avante to
the Rio enterprise version, and the expansion of digital document management capabilities for
city staff.
September 17, 2019 Item #2 Page 1 of 43
The cost of the original agreement with the police department for Laserfiche Avante
implementation was $186,325. The cost of Amendment No. 1 to implement Laserfiche Rio city-
wide is $354,815 for Year 1. The cost for Amendment No. 1 for the four-year term is $515,465,
which includes the annual maintenance and licensing fee of $53,550 for Years 2-4. The cost of
the original agreement and Amendment No. 1 is $701,790.
Staff is recommending approval of an additional amount of $178,313 to support internal costs
of Amendment No. 1 for Year 1 implementation. The internal costs include staff augmentation
to support system planning, testing and training, and a 10% contingency budget. The staff
augmentation budget will be used to fund temporary staff or overtime for existing staff to
support continuous operations as well as a successful system implementation. Project
management will be provided by internal IT department staff.
The total project cost of the original agreement for the police department and Amendment No.
1, including internal costs, is $880,103 for four years.
These costs are summarized in the following table:
Original Agreement with Police Department $ 186,325
Amendment No.! Implementation and Year 1 Maintenance Cost 354,815
Year 2-4 Maintenance Cost ($53,SSOx 3) 160,650
Total Amendment No. 1 Cost 515,465
Total Agreement Costs $ 701,790
Staff Augmentation for project 142,831
Management Reserve/Contingency (10%) 35,482
Total internal Costs 178,313
Total Agreement and Internal Costs $ 880,103
Pursuant to Carlsbad Municipal Code Section 3.28.060, Procurement of Professional Services
and Services, the City Council shall be the awarding authority for procurement of professional
services and services for which the cost to the city is more than $100,000 per agreement year.
Pursuant to Carlsbad Municipal Code Section 3.28.100, Cooperative Purchasing, the purchasing
officer shall have the authority to join with other public or quasi-public agencies in cooperative
purchasing plans or programs for the purchase of goods and/or services by contract,
arrangement or agreement as allowed by law and as determined by the purchasing officer to be
in the city's best interest. The purchasing officer may buy directly from a vendor at a price
established by another public agency when the other agency has made their purchase in a
competitive manner. As such, this agreement price was quoted from the National Cooperative
Purchasing Alliance (NCPA) based on NCPA Government contract number 11-25.
September 17, 2019 Item #2 Page 2 of 43
Discussion
The city's current records management solution does not meet our business needs in the
following areas:
Poor product design:
o not intuitive
o poor design makes it difficult to find records for both city staff and the public
Poor document indexing:
o numerous records were not properly indexed during implementation
o poor indexing makes it difficult to find records for both city staff and the public
Poor utilization of functionality:
o many product features were not adopted due to poor design
System defects:
o no fixes to current system defects
o vendor suggests a costly upgrade to resolve defects for $130,000
o resolving system defects will not resolve poor product design or indexing
The Laserfiche Rio Enterprise records management system is a recognized industry standard for
the municipal market and used by multiple cities in San Diego County. It has an intuitive
product design that enables users to search and browse for records using a familiar nested
folder-based format, similar to Microsoft Explorer.
Record retention rules are set to automatically apply retention schedules to documents at the
folder level, making compliance management efficient and intuitive. Also, as a municipal
industry standard, integrations with common municipal systems such as EnerGov are available
out-of-the-box without costly custom development requirements.
The Laserfiche Rio Enterprise system includes several new features to help improve city
innovation of records management including:
Digital document workflow:
o workflow features will make on line document collaboration and approval more
efficient
o reduce paper waste
Intuitive design:
o increase transparency by enabling the public to independently locate and
retrieve city records more efficiently
Laserfiche Mobile App:
o fully integrated mobile app will allow city staff to work remotely
GIS Integration:
o -tighter integration with the city's GIS platform
o improves ability to retrieve documents using map based applications
September 17, 2019 Item #2 Page 3 of 43
ECS will provide professional services to support software installation and configuration. They
will also work with departments that use the system to ensure adequate training and successful
integration with the appropriate applications (EnerGov and GIS).
Fiscal Analysis
Funding for the original agreement in the amount of $186,325 was previously approved from
the police department's FY 2018/19 operating budget in the General Fund. The cost of
Amendment No. 1 to implement Laserfiche Rio city-wide is $354,815 for Year 1. The agreement
includes the Laserfiche Rio software, trade-in credit for the Laserfiche Avante software,
consultation services, training, and annual maintenance and licensing fees. The cost for
Amendment No. 1 for the four-year term is $515,465, which includes the annual maintenance
and licensing fee of $53,550 for Years 2-4.
Staff is recommending approval of an additional amount of $178,313 to support internal costs
of Amendment No. 1 for Year 1 implementation. The internal costs include staff augmentation
to support system planning, testing and training, and a 10% contingency budget.
The total project cost of Amendment No. 1, including internal costs, is $533,128 for Year 1, and
$693,778 for the four-year term. There are sufficient funds in the General Fund City Innovation
Fund to cover the cost for the first year of Amendment No. 1. The annual maintenance and
licensing fee of $53,550 will be requested during the city's annual budget process.
The total project cost of the original agreement for the police department and Amendment No.
1, including internal costs, is $719,453 for Year 1 implementation, and $880,103 for four years.
Next Steps
Following contract execution, a purchase order will be issued. The contractor and city staff will
work together to begin services within four to eight weeks.
Environmental Evaluation (CEQA)S41
Pursuant to Public Resources Code section 21065, this action does not constitute a "project"
within the meaning of CEQA in that it has no potential to cause either a direct physical change
in the environment, or a reasonable foreseeable indirect physical change in the environment,
and therefore does not require environmental review.
Public Notification and Outreach
This item was noticed in accordance with the Ralph M. Brown Act and was available for public
review at least 72 hours prior to the scheduled meeting date.
Exhibits
1. City Council Resolution
2. Original Agreement
September 17, 2019 Item #2 Page 4 of 43
RESOLUTION NO. 2019-175
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE
AMENDMENT NO. 1 TO THE AGREEMENT FOR LASERFICHE AVANTE
AND DOCUMENT SCANNING SERVICES ECS IMAGING, INC IN AN
AMOUNT NOT TO EXCEED $515,465 FOR A FOUR-YEAR TERM
WHEREAS, the City Council of the City of Carlsbad, California has determined that it is in
the public interest to amend the April 10, 2019 Agreement for document scanning service and
the acquisition of LaserFiche Avante software with ECS Imaging, Inc. (the "Agreement"); and
WHEREAS, the City of Carlsbad police department currently uses Laserfiche Avante
software for electronic document management; and
WHEREAS, the City of Carlsbad has determined that it is in the public interest to upgrade
the LaserFiche Avante software used by the police department to LaserFische Rio software for
electronic document management and to expand LaserFiche Rio use on a citywide basis; and
WHEREAS, the total cost of the Amendment No. 1 includes software, professional
services, training, and annual maintenance and license fees to upgrade LaserFiche Avante in the
police department and to implement LaserFiche Rio citywide; and
WHEREAS, the City of Carlsbad will exercise the right to use the piggy-back clause of the
competitively bid solicitation made available by the National Cooperative Purchasing Alliance
(NCPA); and
WHEREAS, the City of Carlsbad has sufficient funds in the General Fund Innovation Fund
for the implementation and software for Amendment No. 1 not to exceed $354,815 for Year 1;
and
WHEREAS, the City of Carlsbad will bring forward the annual maintenance and licensing
fee requirements of $53,550 for future years in the annual budget process; and
WHERAS, the City of Carlsbad will also use available funding from the General Fund
Innovation Fund for staff augmentation and contingency in Year 1 of Amendment No. 1 in an
amount not to exceed of $178,313.
September 17, 2019 Item #2 Page 5 of 43
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California,
as follows:
l. That the above recitations are true and correct.
2. That the city manager is hereby authorized to execute Amendment No. 1 to the
Agreement with ECS Imaging for software license and professional services fees
(Attachment A).
3. The amount of the Amendment will not exceed $515,465 for a four-year term. The
city will use the available funds in its General Fund Innovation Fund for the
implementation and software purchase.
4. The amount of city staff augmentation and contingency will not exceed $178,313
for Year 1 of the implementation. The city will use the available funds in its
Innovation Fund for the augmentation and contingency needs.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 17th day of September 2019, by the following vote, to wit:
AYES: Hall, Blackburn, Bhat-Patel, Schumacher, Hamilton.
NAYS: None.
ABSENT: None.
{l ~ Hec+or 6-u/rle z,
BARBARA ENGLESON, City Clerk Dtpu_--lj
(SEAL) C rlj
c. Jtr..(
September 17, 2019 Item #2 Page 6 of 43
AMENDMENT NO. 1 TO AGREEMENT FOR LASERFICHE AVANTE AND DOCUMENT
SCANNING SERVICES
ECS IMAGING INC.
L Thi~ Amendment No. 1 is entered into and effective as of the \1~ day of ..Jstw ~ , 20 \<\' amending the agreement dated April 10th, 2019
(the "A ement") by and between the City of Carlsbad, a municipal corporation, ("City"), and
ECS Imaging Inc., ("Contractor") (collectively, the "Parties") for document scanning services and
Laserfiche software implementation.
RECITALS
A. The Parties desire to alter the Agreement's scope of work to upgrade the existing
implementation of Laserfiche Avante to Laserfiche Rio; and
B. The Parties desire to extend the Agreement for a period of four (4) years; and
C. The Parties have negotiated and agreed to a supplemental scope of work and fee
schedule, which is attached to and incorporated by this reference as Exhibit "A", Scope of
Services and Fees.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. In addition to those services contained in the Agreement, as may have been
amended from time to time, Contractor will provide those services described in Exhibit "A". With
this Amendment, the total amount of the initial Agreement term shall not exceed five hundred forty
one thousand one hundred thirty nine dollars and eighty cents. ($541,139.80) over a four year
period. If the City elects to extend the agreement, the amount shall not exceed fifty-three
thousand five hundred fifty dollars ($53,550) per Agreement year for Annual Maintenance and
Licensing.
2. City will pay Contractor for those services described in Exhibit "A" a one-time fee
of three hundred fifty four thousand eight hundred fifteen dollars ($354,815) for software, annual
maintenance and professional services for Year 1; and, fifty three thousand five hundred and fifty
dollars ($53,550) for Year 2 through Year 4 annually, for annual maintenance and licensing.
Payment distribution will be made pursuant to the Payment Milestone schedule included in Exhibit
"A".
3. Contractor will complete all work described in Exhibit "A" by April 9th, 2020.
4. All other provisions of the Agreement, as may have been amended from time to
time, will remain in full force and effect.
5. All requisite insurance policies to be maintained by Contractor pursuant to the
Agreement, as may have been amended from time to time, will include coverage for this
Amendment.
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September 17, 2019 Item #2 Page 7 of 43
6. The individuals executing this Amendment and the instruments referenced in it on
behalf of Contractor each represent and warrant that they have the legal power, right and actual
authority to bind Contractor to the terms and conditions of this Amendment.
CONTRACTOR
. (sign he
bro-<'9 f , >0r~P av
t:..7 (print name/title)
· (sign ere)
f¥l?tJ1 i3ff}£!))1 µ 1 S ~lTrfrl/
(print name/title) '.J
Cl
By:
ARLSBAD, a municipal
IJ'MfHK>n of the State of California
Cit~ager
ATTEST:
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City Clerk
If required by City, proper notarial acknowledgment of execution by Contractor must be attached.
If a corporation, Agreement must be signed by one corporate officer from each of the following
two groups:
Group A
Chairman,
President, or
Vice-President
Group B
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
::uA ;i~~{(!;orney
Assistant City Attorney
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September 17, 2019 Item #2 Page 8 of 43
EXHIBIT "A"
SCOPE OF SERVICES AND FEES
Upgrade the existing implementation of Laserfiche Avante currently used by the City's Police
Department to Laserfiche Rio which will be used as the City's Enterprise Records Management
System.
FEES
One Time Software Costs
SKU Description Unit Price Qty Total
ENF01 Laserfiche Rio Named Full Users (100-199 $700.00 150 $105,000.00
users)
EPLS2 Laserfiche Rio Public Portal for 2 Laserfiche $50,000.00 1 $50,000.00
Servers
TK Laserfiche SOK Toolkit $2,500.00 1 $2,500.00
EFRM Laserfiche Forms Professional Full User (100-$$70.00 150 $10,500
199 users)
EPFRM Laserfiche Forms Portal Add-on $7,995.00 1 $7,995.00
QCX Laserfiche Quick Fields Complete $15,000.00 1 $15,000.00
QFA Laserfiche Quick Fields Agent $10,000.00 1 $10,000.00
IA Laserfiche Import Agent $1,500.00 1 $1,500.00
ECSTE ECS-Laserfiche EnerGov Integration $10,000.00 1 $10,000.00
EENERGOV Laserfiche Keyed Integrator's License -$0 1 $0
EnerGov (25 connections)
Subtotal $212,495.00
Software Trade-in Credit for Trade-in of Avante System
MSE30 Laserfiche Avante Server for MS SQL with $5,000.00 1 ($5,000.00)
Workflow
MNF16 Laserfiche Named Full User w/Web Access, $600.00 10 ($6,000.00)
Snapshot, and Email
MATX16 Laserfiche Advanced Audit Trail with $100.00 10 ($1,000.00)
Watermark
MCA01 Laserfiche Import Agent $1,495.00 1 ($1,495.00)
MCQ01 Laserfiche Quick Fields $595.00 1 ($595.00)
MCQC3 Laserfiche Quick Fields Zone OCR and $2,795.00 1 ($2,795.00)
Validation Package
MPPS Laserfiche Standard Public Portal (25 retrieval $25,000.00 1 ($25,000.00)
user licenses)
Software Trade-in Credit Subtotal ($41,885.00)
Total One-Time Software Costs $170,610.00
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One Time Professional Services Costs
SKU Description Unit Price Quantity Total
ECSCI ECS Install, Configuration, Consulting, & $1,800.00 5 $9,000.00
Project Management Services
ECST ECS Training Services $1,800.00 2 $3,600.00
ECSCI ECS Consulting Services $1,800.00 43 $77,400.00
ECSC ECS Data Conversion Services $47,000.00 1 $47,000.00
Total One Time Professional Services Costs $137,000.00
Total One Time Costs $307,610.00
Annual Maintenance and Licensing
ENF01B Laserfiche Rio Named Full Users (100-$140.00 150 $21,000.00
199 users) LSAP
EPLS2B Laserfiche Rio Public Portal for 2 $10,000.00 1 $10,000.00
Laserfiche Servers LSAP
TKB Laserfiche SOK Toolkit LSAP $750.00 1 $750.00
EFRMB Laserfiche Forms Professional Full User $14.00 150 $2,100
(100-199 users) LSAP
EPFRMB Laserfiche Forms Portal Add-on LSAP $1,600.00 1 $1,600.00
QCXB Laserfiche Quick Fields Complete LSAP $3,000.00 1 $3,000.00
QFAB Laserfiche Quick Fields Agent LSAP $2,000.00 1 $2,000.00
IAB Laserfiche Import Agent LSAP $300.00 1 $300.00
ECSTEB ECS-Laserfiche EnerGov Integration $2,000.00 1 $2,000.00
EENERGOV Laserfiche Keyed Integrator's License -$3,000.00 1 $3,000.00
EnerGov (25 connections)
ECS50 *ECS Priority Support -50 Hours $7,500.00 1 $7,500.00
EDCSIB Laserfiche DocuSign Integration $300.00 1 $300.00
Total Annual Maintenance Costs $53,550.00
Sub Total Year One Costs (One Time Software, Professional Services and $361,160.00
Annual Maintenance and Licensing)
Discount (Based on NCPA Government Contract #11-25) ($6,345.00)
Total Year One Costs $354,815;00
Ongoing Yearl~ Cost $53,550;00
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Payment Milestone Schedule
Milestone Description Amount
Amendment Signing Project Initiation & Planning $21,600
12 Days of Services
Setup/Installation of Test One Time Licensing & 1st $202,815
System Year Maintenance Costs w/
Discount
Data Conversion Initiation 50% of Conversion Services $23,500
Data Conversion Delivery 50% of Conversion Services $23,500
Purchase Order Workflow 7 Days of Services $12,600
Process w/ DocuSign
Integration
Tyler EnerGov Integration & ECS & Laserfiche Keyed $18,600
Licensing Project Initiation Integration Licenses and 2
Days of Services
Retention Schedule 3 Days of Services $5,400
Configuration
Agenda Management 5 Days of Services $9,000
Workflow
OCTA Single Sign On 1 Day of Services $1,800
Remaining Services and 20 Days (160 Hours) Billed on $36,000
Training as Utilized a Monthly Basis
Modules/Functionality included with Laserfiche Rio Enterprise License
The following modules/functionality will be included with the City's license of Laserfiche Rio and
will be installed and configured in the City's Test, Stage and Production Laserfiche
environments:
1. Unlimited Servers and Repositories
Un limited repositories and servers provides for development, testing, staging, and
production environments. Includes a built-in OCR engine for text searching
2. Laserfiche Web Access Client
Provides city staff the ability to search, retrieve, and work on documents within the
Laserfiche repository through their web browser
3. Laserfiche Mobile
Provides city staff the ability to capture, upload, and securely access and work with
documents in and outside the City's Laserfiche repository. The mobile app can be
downloaded from Google Play, iTunes App Store, or Windows.
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September 17, 2019 Item #2 Page 11 of 43
4. Laserfiche Workflow
Business process automation tool that provides rule-based routing, email notifications,
activity monitoring and built-in reporting.
5. Laserfiche Forms Essentials
Offers core features including mapping out processes, designing forms, and basic
reporting capabilities. Provides the ability to:
• Build forms and business processes
• View an operational dashboard to quickly and easily view information on
a process
• View reports on process instances, tasks, and process data
• Organize and route tasks to other users
• Direct approval through email
6. Laserfiche Advanced Audit Trail
Enables the ability to track all activities performed in a Laserfiche repository including all
actions in the system from Log-in to Log-off. The tracked information is stored in log files
that Audit Trail uses to generate reports. Combined with other aspects of the Laserfiche
system, auditing not only helps to show compliance with legal regulations, but also
contributes to the security of the Laserfiche repository.
Laserfiche Audit Trail Reporting is a Web application that enables the ability to view,
filter, and export audit data stored in binary log files. It provides the ability to create
reports to analyze audit data, view the information as a chart, filter it to include only
relevant information, and export the data for use in spreadsheet programs such as
Microsoft Excel.
7. Laserfiche Digital Signatures
Provides the ability to automatically sign and validate documents as they are created,
reviewed and archived without leaving the Laserfiche environment. Digital signatures are
a form of electronic signatures that act like a digital notary to your electronic assets,
allowing you to verify the condition of your documents for the duration of their lifecycle.
8. Laserfiche Discussions
Internal website where City staff can collaborate, share ideas, and learn. City staff can
start discussions or ask questions for the entire user community, or they can create
content within organization wide or private groups.
9. Laserfiche Federated Search
Web application that allows searches across multiple repositories at the same time.
Administrators can configure Federated Search to search across any or all of the
repositories at their site, including repositories that are not hosted on the same
Laserfiche Server. This allows City staff who work in multiple repositories, or who are not
sure which repository stores a particular piece of information, to quickly find documents
in any repository.
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10. Laserfiche Distributed Computing Cluster
Allows the distribute the processing work for Laserfiche applications like Workflow and
Web Access onto one or more machines dedicated to performing that work. As a result,
Laserfiche applications are able to add features that require significant resources without
increased load on the server.
11 . Laserfiche Directory Server
License management server for Laserfiche Rio. With Laserfiche Rio, City staff will
administer licenses using the Directory Server application, which allows the generation
of individual application licenses, allocation of named users, and otherwise manage the
City Laserfiche installation.
12. Laserfiche Email, Snapshot, and PhotoDocs
Laserfiche Email will allow City staff to send documents stored in the Laserfiche
repository to internal and external recipients. Laserfiche Snapshot -Converts electronic
documents into TIFF images and imports them into the City's digital repository.
Laserfiche PhotoDocs -Laserfiche PhotoDocs is a tool that enables City staff to use a
digital camera to capture printed text documents and transform them into a digital,
searchable format in Laserfiche. City staff can use PhotoDocs in situations where a
scanner might be unavailable or difficult to use.
13. MS Office and SharePoint Integration
Allows city staff to take advantage of Laserfiche features when working with Microsoft
Word documents, Excel spreadsheets, PowerPoint presentations, and Outlook
messages in their native Microsoft Office applications. With Office Integration, files can
be quickly saved to Laserfiche directly from Office applications or Office documents
already in a Laserfiche repository can be updated.
SharePoint Integration allows Laserfiche repository documents to be accessed from
Microsoft® SharePoint®. Any part of a Laserfiche repository can be listed on a
SharePoint page. Scan directly to a Laserfiche folder, right from City's SharePoint site.
Retrieve Laserfiche documents or folders using the SharePoint search box
14. Laserfiche Web Administration Console
Administrative tool that provides secure access to Laserfiche repository for authorized
City staff via an Internet browser. Administrators can work in their repositories from
anywhere, including remote sites, client computers, and even mobile devices, easily and
securely.
15. Laserfiche Client Based View ESRI GIS Integration
ESRI ArcGIS integration that allows the addition different GIS maps and layers to the
Laserfiche view. Laserfiche also has the ability to search for documents on a map within
a customizable radius through a GeoTag field. The Geo Tag field contains the
coordinates applied to that document which is what enables the radius search.
Additional Laserfiche Users Licenses/Software Modules
The following additional user licenses/software modules will be included with the City's license
of Laserfiche Rio and will be installed and configured in the City's Test, Stage and Production
Laserfiche environments:
1. Laserfiche Forms Professional
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Provides full access to all functionality within Forms for all the Rio named users. Build
web forms in minutes. Laserfiche Forms allows the ability to easily and quickly create
electronic fillable forms with simple drag and drop that can be published on intranets or
public websites with no coding or scripting required. Capture information and process it
quickly to ensure information is accessible to authorized employees throughout your
organization. Laserfiche Forms Professional provides: Database lookups, Performance
Dashboard, Enhanced Reporting including charts and graphs, Payment Gateway, and
Geotagging.
2. Laserfiche Forms Portal
Extends the functionality of the City's Laserfiche Forms application to publicly available
forms that can be completed and submitted online anonymously, meaning users do not
need to login in order to complete and submit a form.
3. Laserfiche Quick Fields
Customizable data capture solution that automatically captures critical information from
paper, electronic documents, and databases then organizes it for fast retrieval. Include
the Quick Fields complete option which includes:
• Document Classification
• Forms Processing
• Bates Numbering
• Zone OCR
• Real-Time Lookup
• Pattern Matching
• Bar Code Plug-In
4. Laserfiche Quick Fields Agent
Allows the ability to schedule Quick Fields sessions and have them run unattended. By
scheduling when document processing occurs, the City can use network resources at
non-peak hours. Quick Fields Agent keeps track of all scheduled sessions and reports
on the results of schedules that have run .
5. Laserfiche Import Agent
Agent that can automatically retrieve files stored in a Windows folder and import them
into a Laserfiche repository allowing numerous image capture devices (multi-function
copier/scanners, network fax server, etc.) to work with Laserfiche. Automatically assign
user-defined document templates, auto-populate index fields and create unique
document names. Also provides the ability to schedule Import Agent to import
documents during off-peak hours.
6. Laserfiche Toolkit (SOK)
Allows the City to more effectively put content to use by integrating Laserfiche with third
party applications. Custom solutions can be created using any language with COM
support, which means Web sites, scripts, Windows applications, or anything else
compatible with COM libraries, including all .NET languages, can easily communicate
with the Laserfiche Server. The SOK comes with detailed documentation that includes
tutorials and sample source code in C# and Visual Basic .NET.
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Interfaces
The following interfaces will be installed and configured in the City's Test, Stage and Production
Laserfiche environments:
EnerGov
Automate the process for sending documents from EnerGov to LaserFiche repositories per
processes identified during the requirement and design steps of the implementation. This
interface will offer the following features/options:
• The ability to synchronize index information of a document
o If a document record's index information in EnerGov is updated, the integration
will automatically update the index information in Laserfiche.
• The ability to synchronize the deletion of a document
o If a document record in EnerGov is removed, the integration can also remove the
document from Laserfiche.
• The ability to access related documents in Laserfiche from Tyler EnerGov
• Direct integration using the EnerGov API and the Laserfiche API
o A direct integration reduces issues with compatibility and long-term stability
upgrading either EnerGov or Laserfiche systems.
ESRI GIS Dynamic Search URL's
Using the Laserfiche Web Client or Laserfiche Weblink client, dynamic search URL's will be
configured to use parameters that are defined by a GIS selection. These parameters will be
used to automatically input search criteria into a URL which is passed to Laserfiche. Laserfiche
will then open with search results based on the GIS parameters.
DocuSign
Provides document signing automation from within Laserfiche. Allows documents to be sent out
for signature from within Laserfiche or via Laserfiche workflow. Also provides the ability to
import signed documents from Docusign into Laserfiche including meta data captured during the
Docusign process.
OKTA
Provide Sigle Sign On (SSO) functionality
Support and Maintenance
Laserfiche Support Assurance Plan (LSAP)
The LSAP includes the following:
• Free copies of Software Version Updates.
• All hotfixes, updates and patches.
• 24/7 access to the Laserfiche Support Site and Laserfiche Answers.
• Comprehensive training opportunities are available including quarterly Regional Training
and the annual Laserfiche Institute Conference
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• 100% of the purchase price of your current Laserfiche software can be credited to any
new product purchase.
Priority Support
1. Software Maintenance/Priority Support Services: Based on the software provided as
part of this Agreement or applicable Invoice, Contractor will supply the following software
maintenance/support services:
(a) Contractor shall provide all necessary telephone support for reporting and resolving
problems with the software products covered by this Agreement and shall be
available to receive notification by the City of any software problem.
(b) Unlimited support is available phone or via E-mail during Regular Business Hours,
defined as the hours between 7:30 a.m. and 5:00 p.m. PST, Monday through Friday
(excluding Contractor company holidays). Contractor agrees to use reasonable
efforts to respond to the City's service request within two (2) hours of receipt of
notification. Contractor shall first attempt to diagnose the reported problem via
telephone and/or e-mail. If the reported problem is not resolved via telephone and/or
e-mail, Contractor shall arrange for a system engineer to visit the City's site during
Contractor's Regular Business Hours.
(c) The City has purchased a fixed number of Priority Support Hours per year as defined
in this Agreement for support services. This support includes hours on site and/or
remotely to update Laserfiche system with new releases, updates, fixes,
enhancements, assistance in future planning of Laserfiche products, consulting,
project management and additional training. When working through a problem via
phone and the resolution requires additional effort, Contractor will schedule to be on-
site within the next business day. Up to half of the hours can be utilized for a major
release. Priority Support Hours will be debited when Contractor performs on-site
support, on-site and remote upgrades, and post go live on-site training. When Priority
Support Hours are used for on-site activities, onsite time is calculated for time onsite
only to the nearest hour with a 2-4 hour minimum. Scheduled After-Hours Support,
defined as any time-period outside of Contractor's Regular Business Hours, is
available and the City will be debited double the total number of Priority Support
Hours used for After-Hours Support. Additional support hours may be purchased at a
rate of $150/hour.
(d) Priority support also includes:
• Two free admissions to the Contractor's Annual Customer Conference
• Free admission to Quarterly User Group meetings
• Monthly E-Newsletter
Professional Services:
Professional services include the following:
Data Conversion Services
• Migration and data conversion of the approximately 800GB of records and meta-data
contained in the City's existing Hewlett Packard Records Management System.
Conversion will include:
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o Migration of document retention
o Text extraction
o 12 data types
• Three separate data conversions will take place
o Initial data conversion to the City's Test environment
o Second data conversion to the City's Stage environment
■ This data conversion will validate that any issues identified in the
initial conversion have been resolved.
o Go Live data conversion to City's Production environment
Consulting Services
• 2 days for keyed integrator license for EnerGov integration
• 1 day to configure Dynamic Search URLs for GIS
• 1 day to configure integration with OKTA SSO
• 2 days to configure integration with Docusign
• 5 days dedicated to Purchase Order workflow process including integration with
DocuSign which may include the additional information for a watch folder.
• 5 days dedicated to identifying requirements for and building a solution for agenda
management.
• 3 days to setup the retention policy with approximately 10 different retention
schedules.
• 24 days that can be utilized for Workflow or Forms development.
Install Configuration, Consulting & Project Management Services
• Project management services in coordination with the City's Project Manager using
the following methodology:
o Step I: Requirements Analysis -Gather and Confirm All Requirements for a
Successful Implementation
Perform a thorough requirements analysis which involves a re-examination of
the documents that will be captured, the processes that will be automated
and the way City staff will use and interact with the documents once they
have been digitized. During the requirements analysis, important design
factors such as security, access and retention requirements will be examined
and documented.
Deliverable: Approved Software Requirements Specification that includes:
■ Business process
■ Business requirements
■ Use cases
■ Functional requirements
■ Data requirements
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• Non-functional requirements
o Step 2: Planning -Define the Formal Work Plan, Checkpoints and Milestones
for the Project
The formal work plan will serve as the master schedule by which progress is
measured. The work plan will include all project-related tasks, as well as all
required resources. The published work plan will also be used to track all
project-related activities and generate scheduled and ad hoc progress
reports. No work on the project will begin until a mutually-accepted work plan
has been developed.
Deliverable: Detailed Project Work Plan
o Step 3: Design -Design Every Aspect of the System in a Design
Specification Document
System specifications will be developed to meet the needs outlined in the
requirements analysis. These specifications will be submitted for approval
before the build process begins and will include all of the items detailed in the
Modules/Functionality included with Laserfiche Rio Enterprise License, the
Additional Laserfiche Users Licenses/Software Modules and the Interface
sections of this agreement.
Deliverable: Software Design Specification that includes:
• Screen flows
• Screen designs
• Form and letters design
• Report designs
• Logical data model
• Physical data model
• User roles
• Security model
• Data mapping
• Detailed system interface designs
o Step 4: Build -Build the Application According to the Design Specification
The test environment will be built according to the approved specifications.
Any changes that need to be made will be made to the specification and
agreed upon before they are implemented . During this step, initial data
conversion will be completed.
Deliverable: Fully built and functional test environment
o Step 5: Test -Test the Application for Functionality, Performance and
Design, according to the Specification
Deliverable: Defect Tracking List
o Step 6: Revise -Revise the Application per Testing Results and Conform to
Design Specification
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Based on test results, there may be functional or performance issues that
require modifications to hardware or software components to address.
System modifications will require the approval of an appended specification
before they are made. This step also includes the second data conversion.
Deliverable: Modified Software Design Specification
o Step 7: Rollout -Build the production system according to the appended
design specification, launch the Application, Supported with Communication,
Training and Service
The system will be rolled out based on a defined plan. All rollout activities,
such as pilot testing, change management activities and training will be
coordinated to ensure a smooth transition to the new system.
Deliverables: Training Plan, Cutover Plan
• Installation and configuration of the Laserfiche Rio components identified in the
Modules/Functionality included with Laserfiche Rio Enterprise License and Additional
Laserfiche Users Licenses/Software Modules sections above on on-premise servers
for a test and production environment.
Training:
Contractor will provide onsite training to include:
1. On-Site Power User Training
Hands-on training that covers:
• Workflow admin
• Forms
• Quick Fields
• Audit Trail
• Records management
• Integrations/SOK
2. On-Site End User Training
Hands-on training that covers:
• Annotations
• Customizing the document viewer
• Document metadata
• Folder browsing
• Working with electronic documents
• Searching
• Importing documents
• Exporting documents
• Printing documents
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• Snapshot
3. On-Site System Administrator Training
System Administrator training will provide a comprehensive overview of the Laserfiche
system and will include a detailed review of each component. The training will cover:
• Template creation/modification
• Folder design concepts
• Security setup and administration.
• Database backup
• Tips & Tricks for system administration
• Volume management
• Other products/plug-ins
• Common problems and resolutions
System Acceptance
During system testing, any issues that are identified will be classified with a severity level:
• Severity 1, or Critical, defects include issues that result in degraded system performance
beyond stated performance criteria, deny access to functionality, and/or corrupt data or
display data incorrectly.
• Severity 2, or Major, defects include issues that prevent a user from correctly completing
a task in the system, but can be managed by a workaround, and/or issues that promote
data errors or reduce data quality substantially.
• Severity 3, or Minor, defects include issues that interfere with, but do not prevent a user
from performing normal tasks. These are frequently usability or performance issues or
defects that cannot be reliably reproduced. These can also be issues that represent an
inaccuracy in the application but have no impact on functionality or performance, such
as spelling errors, inconsistent fonts, etc.
The system will be deemed accepted when the City is live in the Laserfiche production
environment for 30 days with zero severity 1 defects and any outstanding severity 2 defects
have an acceptable/suitable workaround.
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Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as 13n independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished, but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not
be considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within
thirty (30) days for any tax, retirement contribution, social security, overtime payment,
unemployment payment or workers' compensation payment which City may be required to
make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work
done under this Agreement. At the City's election, City may deduct the indemnification amount
from any balance owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the
acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly
employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of ·
a subcontractor by the terms of this Agreement applicable to Contractor's work unless
specifically noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees
and volunteers from and against all claims, damages, losses and expenses including attorneys
fees arising out of the performance of the work described herein caused by any negligence,
recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or
indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or
makes to or on behalf of an injured employee under the City's self-administered workers'
compensation is included as a loss, expense or cost for the purposes of this section, and that
this section will survive the expiration or early termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property which may
arise out of or in connection with performance of the services by Contractor or Contractor's
agents, representatives, employees or subcontractors. The insurance will be obtained from an
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insurance carrier admitted and authorized to do business in the State of California. The
insurance carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR
with a surplus line insurer on the State of California's List of Approved Surplus Line Insurers
(LASLI) with a rating in the latest Best's Key Rating Guide of at least "AX"; OR an alien non-
admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest
quarterly listings report. ·
10.1 Coverage and Limits.
Contractor will maintain the types of coverage and minimum limits indicated below, unless the
Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage
will not constitute any limitations or cap on Contractor's indemnification obligations under this
Agreement. City, its officers, agents and employees make no representation that the limits of
the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to
protect Contractor. If Contractor believes that any required insurance coverage is inadequate,
Contractor will obtain such additional insurance coverage, as Contractor deems adequate, .at
Contractor's sole expense. The full limits available to the named insured shall also be available
and applicable to the City as an additional insured.
10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an
"occurrence" basis, including personal & advertising injury, with limits no less than $2,000,000
per occurrence. If a general aggregate limit applies, either the general aggregate limit shall
apply separately to this project/location or the general aggregate limit shall be twice the required
occurrence limit.
· 10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work
for City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits
as required by the California Labor Code. Workers' Compensation will not be required if
Contractor has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor's
profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a
period of five years following the date of completion · of the work.
10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
10.2.1 The City will be named as an additional insured on Commercial General Liability
which shall provide primary coverage to the City.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability,
which will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and any
extensions of it and will not be canceled without thirty (30) days prior written notice to City sent
by certified mail pursuant to the Notice provisions of this Agreement. ·
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement; Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance
coverages, then City will have the option to declare Contractor in breach, or may purchase
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replacement insurance or pay the premiums that are due on existing policies in order to
maintain the required coverages. Contractor is responsible for any payments made by City to
obtain or maintain insurance and City may collect these payments from Contractor or deduct the
amount paid from any sums due Contractor under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at any time,
complete and certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor maintain a Business License for the term of the Agreement, as may be amended
from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records wlll be clearly identifiable. Contractor will allow a r.epresentative of City
during normal business hours to examine, audit, and make transcripts or copies of records and
any other documents created pursuant to this Agreement. Contractor will allow inspection of all
work, data, documents, proceedings, and activities related to the Agreement for a period of
three (3) years from the date of final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant
to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this
Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy
of the work product for Contractor's records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice
on behalf of City and on behalf of Contractor under this Agreement.
For City
Name Javier Ruiz
Title IT Manager
Department Police ----------
City of Carlsbad
Address 2560 Orion Way
Carlsbad, CA 92010
Phone No. 760-931-2176
For Contractor
Name Jamie Dunn
Title · Account Manag,_e_r _______ _
Address 5905 Brockton Ave, Suite C
Riverside, CA 92506
Phone No. 760-419-3446
Email jamie@ecsimaging.com
Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
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16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report
investments or interests in all categories.
YesD No'Q
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed offederal, state and local laws and ordinances and regulations
which in any manner affect those employed by Contractor, or in any way affect the performance
of the Services by Contractor. Contractor will at all times observe and comply with these laws,
ordinances, and regulations and will be responsible for the compliance of Contractor's services
with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986
and will comply with those requirements, including, but not limited to, verifying the eligibility for
employment of all agents, employees, subcontractors and consultants whose services are
required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not otherwise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be forwarded to both parties
involved along with recommended methods of resolution, which would be of benefit to both
parties. The representative receiving the letter will reply to the letter along with a recommended
method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The
City Manager wi'II consider the facts and solutions recommended by each party and may then opt
to direct a solution to the problem. In such cases, the action of the City Manager will be binding
upon the parties involved, although nothing in this procedure will prohibit the parties from seeking
remedies available to them at law.
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination. If City decides to abandon or indefinitely postpone the work or services contemplated
by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon
notification of termination, Contractor has five (5) business days to deliver any documents owned
by City and all work in progress to City address contained in this Agreement. City will make a
determination of fact based upon the work product delivered to City and of the percentage of work
that Contractor has performed which is usable and of worth to City in having the Agreement
completed. Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this
Agreement. In this event and upon request of City, Contractor will assemble the work product and
put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work
performed to the termination date; however, the total will not exceed the lump sum fee payable
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work performed to the termination date; however, the .total will not exceed the lump sum fee
payable under this Agreement. City will make the final determination as to the portions of tasks
completed and the compensation to be made.
21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that
Contractor has not paid or agreed to pay any company or person, other than a bona fide
employee, any fee, comm ission, percentage, brokerage fee, gift, or any other consideration
contingent upon , or resulting from, the award or making of this Agreement. For breach or
violation of this warranty, City will have the right to annul this Agreement without liability, or, in
its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full
amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must
be asserted as part of the Agreement process as set forth in this Agreement and not in
anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false
claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal
prosecution. Contractor acknowledges that California Government Code sections 12650 et seq.,
the False Claims Act applies to this Agreement and, provides for civil penalties where a person
knowingly submits a false claim to a public entity. These provisions include false claims made .
with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to
recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a
false claim may subject Contractor to an administrative debarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement
for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction
is grounds for City to terminate this Agreement.
23. JURISDICTION AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right
or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the
County of San Diego , State of California, and the parties waive all provisions of law providing for
a change of venue in these proceedings to any other county.
24. SUCCESSORS AND ASSIGNS
It is mutually understood and agre~d that this Agreement will be binding upon City and
Contractor and their respective successors. Neither this Agreement nor any part of it nor any
monies due or to become due under it may be assigned by Contractor without the prior consent
of City, which shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it,
along with the purchase order for this Agreement and its provisions, embody the. entire
Agreement and understanding between the parties relating to the subject matter of it. In case of
conflic;:t, the terms of the Agreement supersede the purchase order. Neither this Agreement nor
any of its provisions may be amended, modified, waived or discharged except in a writing
signed by both parties.
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EXHIBIT "A"
SCOPE OF SERVICES
Descripti.on of Product and Seniccs
Police files to be scanned in at 300 dpi and full OCR Ries \,ill be upoac!ed rerrotely into laserfiche repository with assigned terrplate. Boxes will be
returned with files in front, and folders in bacll Certified shredcfmg is corrplirrentary if dienl would like.
Scanning Services
SKI! Description Unit Price Quantity Line Total
ECSS·REG·B&W
ECSS-UPLOAD
ECS Black & White Document Scanning Services up to legal slze
ECS Upload Fee • Per Volume
$
s
0.12 1843200.00 $
50.00 3.00 S
219,340.80
150.00
Sc.inning Discount
Special Term:.
S (92,160.00) Scanning Subtotal $ 127,330.80
Pick up will cohsisit of 3 trips of an estimated 400 boxes each. Files should be in Bankers Boxes ready to be picked up. If files are needed while in our
possession, we \"111 scan and email requested f:tes lo you light away. Discount reflects S0.05 per irrege off the CMAS contract pricing CMAS #3-1 6-36-
0073C .. CMAS ri · states S0.119 per imaoe and ECS is offering dlscounl to bring per irroge cost dovm to S.069 per irmoe.
Subtotal S 127,330.80
Tax Rate Software Only (Download Only) 0.00% Tax $
Terms & C.Onditfons:
o Payment Tem,s: Net 20 •tier oath bat<h "'wmed.
o La,.rfi~ Tifft in porbble volurr.B to be attached to yoo, laierli~ system
o ECSwill train =meronhowltl lead cbtl onto Ll'5<JVerdutl"i fintcdlvery, If nuded
o Consulling of folder template and volume set ups lndtld<d In projoct set L'P ,.,,
o lterr.s v.ill be placed back intoorliinal carrier(folder. slee•,e, ott.)
o Items will be d<!live"'d free of chari• after belnc scannod
o Items. are scarv,ed in order meived. Any acdlt!coal requests are subj.« to• chat&•
o Scanning in Tiff 1ma,u Is 200-300dpi depending on need
o Pap,crfP1ans: lnd!xllli lndll<!ed Is 2 fielcs, up to 20 ch;mctet5 aodtnq.,r D=r Name
up ID 2D ch3ram,rs ea,h
o Micmfiche: lr.dexing irw:luc!ed Is the n.>me on !he Slee·,~
o Mlctclllm: lndaxlng Included Is the n.,me on the Cartric!ie
o Im>&•• !hat"""' been fkhed/filrned reverse have addition:il chaqe
o Alt prices lis~d abo.-e ;re forestimaling purposes only. Actval pri'ca may ,..,,y
o Artv i,pfoad fee is fer SGS per volume maximum
o l'fclc up/ Oelive,y cha,ccs (pricing varies, ba,ed on localion and ~ntity
April 9, 2019
-------Total $ 127,330.80
c Ch.loge OIIJors after files ha" been returned are subject.to resllUcblrin;:/relncexing fee
o OCRlnc an be done during s--,n prt:ee,s atno ch.1110, A."'f veriftcati<:n time is $3!1.CO ~
Hour
o DVD Set• 1 Data DVD. 1 Plus Viewer OVO • Flus DVD~"' retrieval engine on DVD. l!e&ular
size documents fit aPl)l'OXimatelyS0,000 lma&cs
o CD Set= 1 o.att CO, '1 Plus Viewer CD• Plus CO has ll!lri°'al en.;ne 011 CO. Re11cfarsize
rdls fit approxim1tl!ly 10,000 images
o Bo..es may be destroy•d at the cus:ome(s requecst at• ce<t cl $I6.IJO a box. A Oestl\.'C1i0<1
C~rtificale will bt pRMded
o While documents a,e at ECS, w, can pro\lice an tlectro<'Jc COj)y for up to 4 p,rbatch at no
char■"-Additional special handlina requests a,e subject to chirJe of $3O/per hoot
c IMPDRTA.'lf: Once the lm:igtd datt has bten delivered\'CU v.ilt.l1a•,e 90da't' ll> review all
im;i;r;e,. After 90 days an original documents will be ooL'Oyed er• stor.is• bo,c fee will apply
o ECS may choose to utilize• scan,,ing partnorto ~rlorm those scrviw as qut't.-d and ECS
wocld remain ti.. bllling agent.
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Scope Definition
The following scope of the project includes:
Total Professional Services -4 Days
Initial Project Planning -¼ Day
• Review of project requirements, project plan creation, timeline development, and
resource allocation
Software Installation -1 Day
o Laserfiche server, client, import and scanning, and business process components
Repository Design Consultation and Configuration -1 Day
o Folder Structure
o Naming Convention
o Template and Field Design
• User license allocation and security
• Storage Volumes
Training -1 Day .
• Import and Capture Training
o Laserfiche Scanning, Import Agent and Quick Fields
o Search and Retrieval Training
o Laserfiche Client, Web Access, Plus
o Workflow Automation Training
o Laserfiche Workflow
• Laserfiche Administrator Training
o Security
o User configuration
o Volume configuration
o IT
Project Management -1/~ Day
• Professional project management services from ECS
o Project plan development
o Kick off meeting
o Project status meetings
o Project status updates
• Documentation
o Solution documentation
o Training documentation
Project Contingency -¼ Day
o Additional project time to account for unforeseen tasks or time necessary to complete in
scope requirements
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Project Duration
The total project duration is estimated to take between 4 to 8 weeks depending on several
factors including but not limited to: resource availability, a delay in requirements, hardware
limitations or availability, scheduling, and other factors from both ECS and the Client.
Items Out of Scope
The scope of this project does not include the following:
ECS acquisition of server or workstation hardware
o Costs associated with troubleshooting OS or hardware issues related to the workstations
or servers
o Resolving any issues not related to Laserfiche, including but not limited to Windows
permissions, network permissions, network hardware, server or client hardware, or other
3rd party infrastructure hardware or software
o Any services not explicitly defined in the statement of services
*Any items out of scope will be considered as separate labor from the services agreed upon for
this project and may require additional approval and review before proceeding. The project's
primary requirements take precedence over any additional items requested that are out of
scope to maintain the project timeline and ensure deliverable expectations are met.
Payment Milestones
Total Laserfiche Project $58,994
1. Laserfiche Milestone One -$55,394 Software, LSAP , Priority Support, and two days of
services
o Net 20 from Project initiation
2. Laserfiche Milestone Two -$3,600 Two days of services
o Net 20 upon completion
Total Scanning Project -$127.330.80
Milestones
1. 1st Batch $42,443.60 Net 20 due upon completion
2. 2nd Batch $42,443.60 Net 20 due upon completion
3. 3rd Batch $42,443.60 Net 20 due upon completion
11
April 9, 2019
City Attorney Approved Version 6/12/18
Item #5 Page 15 of 27 September 17, 2019 Item #2 Page 31 of 43
LASERFICHE AVANTE PROPOSAL Lies, . -,.,,-.:~ --,:. CJ maging. nc.
Your World Cla ss La:;erf1che Provider
ECS Company Background
ECS Imaging has been in business for 28 years and has maintained the same Executive Management
since its inception. With a strong leadership team delivering a consistent vision, ECS is able to provide
our customers with the highest quality service possible. ECS became a Laserfiche Value Added Reseller
{VAR} in 1995 and has achieved top performance recognition consistently every year since. The
company continues to expand with implementations across the US (18 states) and Canada from our
offices in Riverside, Concord, Tucson, and Denver.
ECS Imaging is a Gold Certified Laserfiche provider and has continuously been ranked as the top value
added reseller in the Western United States for 23 consecutive years, achieving the status of 3rd largest
Laserfiche provider in the world in 2017. Our efforts are focused on helping organizations become more
efficient by eliminating paper-based business processes. We specialize in providing government and
commercial organizations innovative turn-key document management solutions with the award winning
Laserfiche Enterprise Content Management Systems.
ECS has over 28 years of industry experience and 23 years with Laserfiche.
ECS Imaging is a full service document management solutions provider and currently employs over 50
f ull time staff providing the following range of services:
a Project Management
• Laserfiche Software Installation
11 Systems Integration
a Cloud Migration Services
a Business Process Automation and Consulting Services
a Data Conversion Services
• On-going Support of Software and Hardware
" Remote and On-Site Training and Support
a Out-of-the-box Integrations with 3rd Party Applications
o PlanetPress
o GeoOocs
o CMA Email Management
o Docusign Digital Signatures
o Psigen Advanced Capt ure Solutions
o MS Office and SharePoint
a Custom Int egrations with 3rd Party Applications
• Custom Documentation
a Scanning Services (including Large Maps, Microfilm, Microfiche conversion)
• Complimentary Quarterly User Group Workshops with Training
• Two Annual Complimentary Cl ient Conferences with Training (16 consecutive years)
April 9, 2019 Item #5 Page 17 of 27
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September 17, 2019 Item #2 Page 33 of 43
LASERFICHE AVANTE PROPOSAL LJCS I : ·-~-~-:~ "",·· CJ mag1ng. nc
Your World Class Laserfiche Provider
Q4 2018 VI
Quolmion for
Name:
Company:
Phone:
E-mail:
Ja,ierRuz
City of Cartsbad PD
760-931-2176
Ja-.ier.ruz@cartsbadca.gov
Description of Product and Services
Quote Type Scanning
Quote Info
Date:
Quote Number:
Valid Through
12/28/2018
122820181
3/31/2019
Terms: Net 20
AccolJllt Manager: Jamie Dur.n
Phone:
E-mail:
760-419-3446
Jarnei6lecsimaoino.oom
Police files to be scanned in at 300 dpi and full OCR. Files will be upoaded remotely into Laserfiche repository with assigned template. Boxes will be
returned with files in front, and folders in back. Certified shredding is complimentary if client would like.
Scanning Services
SKU Description Unit Price Quantity Linc Total
ECSS-REG-B&W
ECSS-UPLOAD
ECS Black & White Document Scanning Services up to legal size
ECS Upload Fee -Per Volume
$
$
0.12 1843200.00 $
50.00 3.00 $
219,340.80
150.00
Scanni,ng Discount
Special Terms
$ (92,160.00) Scanning Subtotal $ 127,330.80
Pick up will consisit of 3 trips of an estimated 400 boxes each. Files should be in Bankers Boxes ready to be picked up. If files are needed while in our
possession, we will scan and email requested files to you right away. Discount reflects $0.05 per image off the CMAS contract pricing CMAS #3-16-36-
0073C .. CMAS ricin states S0.119 er ima e and ECS Is offerin discount to brin erlrna e cost down to $.069 er ima e.
Subtotal $ 127,330.80
Tax Rate Soft~are Only (Download Only) 0.00% Tax $
Terms & Condition~:
o Payment Terms: Net 20 after each batch rcrurncd.
o l aserfiche Tiffs In portable volumes to be att.chod to your Laserfiche system
o ECS will train customer on how to load data onto LF Server during first delivery, if needed
o Consulting of folder template and volume set ups Included in project .et up fee
oltems will be placed b,ck Into original carrler{foldor, sleeve, etc.I
o Items will be delivered free of charge after being scanned
o Items are scanned in order received. Any additional requests arc subject to• charge
o Scanninc in Tiff images is 200-300dpi depending on need
o Paper/Plans: Indexing il\Cluded is 2 fields, up to 20 characters and Unique Document Name
up to 20characters each
o Microfiche: lndexin& included is the name on the Sleeve
o Microfilm: indexing included'is the na111.e on the Cartlidge
o Images that have been fiched/filmed ,everse have additional charge
oAII prices llsttd above are for es.tirnatin.g purposes only. Actuaf prices may vary
o An'/ upload fee 1, for 5GB per volume maximum
o Pick up/ Delivery charge; (pricing varies, based on location and quantit.V
April 9, 2019
--------Total $ 127,330.80
o Chunge orders afterfi!es have bee n returned are subject to restructuring/reindexlng fee
o OCRing can be Cone during scan process at n·o charge. Any verification time Is $30.00 Per
Hour
o DVD Set ~ 1 Data DVD, 1 Plus Viewer DVD• Plus DVD has retrieval engine on DVD. Regular
sl:w documents fit approximately.90,000 images
o CO Set= 1 Data CD, 1 Plus Viewer CD • Plus CO has retrieval engine on CD. Regutarsize
rolls fit approximately 10,000 Images
a Boxes may be destroyed at the custome(s request at a cost of $16.00 a box. A DestrJction
Certificate will be provided
o While docu~nts arc at ECS, we can provide an electronic copy for up to 4 per batch 2t no
ch•rge. Additional special handling requests are subject to charge of $30/per hour
o IMPORTANT: Once the imaged data has been delivered you will have 9D day, to review all
imagos. After 90 days all original documents will be destroyed or a storage box fee will apply
o ECS may choose to utilize a scanning partner to perform these services as quoted and ECS
muld remain the billing agent.
Item #5 Page 19 of 27
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September 17, 2019 Item #2 Page 35 of 43
LASERFICHE AVANTE PROPOSAL LJCS I : ·.;; -~-,· CJ mag1ng. nc
Your World Class Laserftche Provider
6. MS Office Integration -Office Integration is a Laserfiche component that allows users to take
advantage of Laserfiche features when working with Microsoft Word documents, Excel ~preadsheets,
PowerPoint presentations, and Outlook messages in their native Microsoft Office applications. With
Office Integration, you can quickly save files to Laserfiche directly from Office applications, update Office
documents already in your repository. SharePoint Integration -With the Laserfiche and SharePoint
Integration components included with Laserfiche Web Access, documents can be easily accessed [rom
M icrosoft® SharePoint®. List any part of your Laserfiche repository on a SharePoint page . Scan directly to
a Laserfiche folder, right from your SharePoint site. Retrieve Laserfiche documents or folders using the
SharePoint search box.
7. Laserfiche Web Administration Console -The Laserfiche Web Administration Console is an
administrative tool that provides secure access to your Laserfiche repository for authorized users via an
Internet browser. Administrators can work in their repositories from anywhere, including remote sites,
client computers, and even mobile devices, easily and securely.
Additional Proposed Laserfiche Software Modules
D Laserfiche Forms Professional -Provides full access to all functionality within Forms for all the Rio
named users. Build web forms in minutes. Laserfiche Forms allows you to easily and quickly create
electronic fillable forms with simple drag and drop that can be published on intranets or public websites
with no coding or scripting required. Capture information and process it quickly to ensure information is
accessible to authorized employees throughout your organization. Laserfiche Forms Professional
provides: Database lookups, Performance Dashboard, Enhanced Reporting including charts and graphs,
Payment Gateway, and Geotagging.
D Forms Participant Users -Participant users have both read-only repository access and the
ability to submit forms.
D Laserfiche Forms Portal -Extends the functionality of your Laserfiche Forms application to publicly
available forms that can be completed and submitted online anonymously, meaning users do not need
to login in order to complete and submit a form.
181 Laserfiche Audit Trail -Audit Trail enables you to track all activities performed in a Laserfic:he
repository. Track all actions in the system from Log-in to Log-off. The tracked information is sto.red in log
files that Audit Trail uses to generate reports. C~mbined with other aspects of the Laserfiche system,
auditing not only helps to show compliance with legal regulations, but also contributes to the security of
the Laserfiche repository. Laserfiche Audit Trail Reporting is a Web application that enables you to
view, filter, and export audit data stored in binary log files . You can create reports to analyze audit data,
view the information as a chart, filter it to include only the information relevant to you, and export the
data for use in spreadsheet programs such as Microsoft Excel. You can also save reports for future use.
Laserfiche offers three versions of Audit Trail:
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September 17, 2019 Item #2 Page 37 of 43
LASERFICHE AVANTE PROPOSAL r:-cjs I ' -:.-,_-...... ,. l::J maging, nc.
Your World Clas~ Laserf1chc Provider I
D Starter Edition is geared towards basic regulatory compliance for tracking the modification of data
stored in the repository.
D Standard ~dition includes all the features of the Starter edition, and also has the ability to log more
events, provide more flexibility in determining how events are logged, and log unsuccessful attempts to
perform actions.
rgJ Advanced Edition includes all the features ~f the Standard edition and also allows you to log security
changes and the searches that are performed on a repository. An additional advantage of the Advanced
edition is that it allows the tracking of why users performed certain actions. Finally, the Advanced
edition supports watermarks, which is another form of client-side auditing. Watermarks require that a
user select a watermark that will be imprinted on each page printed from Laserfiche. Client-side auditing
helps your organization keep track of why a user performed a particular action.
rgJ Laserfiche Weblink Public Portal• Weblink is a user-friendly public portal site for providing
customizable external access to Laserfiche documents in read-only format. The Laserfiche Weblink
Designer allows you to customize the look and feel of pages, configure navigation elements, and add
lin ks to custom searches or folders.
rgj Laserfiche Quick Fields -Quick Fields is highly customizable data capture solution that automatically
captures your critical information from paper, electronic documents, and databases then organizes it for
fast retrieval. By automatically capturing the data you need, Quick Fields can reduce or eliminate the
need for manual data entry, which is labor-intensive and error-prone.
Quick Fields options:
D Real-Time Lookup and Validation Package -
populates template fields and validates metadata by
retrieving data stored in client databases and other
applications.
D Barcode and Validation Package -reads a variety of
industry standard bar codes horizontally and vertically.
!:81 Zone OCR and Validation Package -automatically
extracts text from specific form areas for rapid data
capture and index field population.
D Forms Combo -Includes Forms Extractor, Forms
Identification, and Forms Alignment.
D Forms Extractor -removes form outlines, isolating
data for more accurate capture.
D Forms Identification • automatically recognizes the
form or document based on its overall structure, even
in the absence of barcodes, form data or other
distinguishing information.
D Forms Alignment -The Form Alignment image
enhancement repositions an image so it is aligned
with a master form, which can improve the results of
data extraction processes that are tied to a specific
zone on the image.
D Optical Mark Recognition -detects marks on
surveys, tests and ballots. OMR can determine
whether check boxes have been filled in.
D Document Classification -eliminates the need for
sorting prior to forms processing by recognizing
multiple types of forms in a single session.
D Auto Stamp/Redaction/Bates Num. -
Automatically apply stamped text, annotation, and
reda ction to a specified region of a document, and
unique identifiers for evidentiary documents.
D Scripting Kit-Extends the functionality of Quick
Fields with scripting to create custom processes.
D Laserfiche Quick Fields Agent -Quick Fields Agent allows you to schedule Quick Fields sessions and
have them run unattended. By scheduling when document processing occurs, your organization can use
network resources at non-peak hours. Quick Fields Agent keeps track of all scheduled sessions and
reports on the results of schedules that have run.
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September 17, 2019 Item #2 Page 38 of 43
LASERFICHE AVANTE PROPOSAL LJCS I · .. -_··._:• ""I. ~ mag1ng. nc.
Your World C.lass Lasert,che Prov id er
181 Laserfiche Import Agent -Import Agent can automatically retrieve files stored in a Windows folder
and import them into a Laserfiche repository allowing numerous image capture devices (multi-function
copier/scanners, network fa x server, etc.) to work with Laserfiche. Automatically assign user-defined
document templates, auto-populate index fields and create unique document names. You can also
schedule Import Agent to import documents during off-peak hours.
D Laserfiche Records Management -Laserfiche Records Management simplifies the life cycle
management of business ·records and supports the automatic enforcement of consistent, organization-
wide records policies and reduces the cost of regulatory compliance. Records Management is DoD
5012.2 compliant
D Laserfiche Connector -Integrate Laserfiche with third party software applications in minutes without
programming. Laserfiche Connector provides a streamlined experience for integrating Laserfiche with
line of business applications such as CRM an_d ERP systems. Laserfiche Connector integrates easily
through user-defined hotkeys and embedded icons.
D Laserfiche Toolkit (SDK) -The SOK (Software Development Kit) allows your organization to more
effectively put content to use by integrating Laserfiche with third party applications. Custom solutions
can be created using any language with COM support, which means Web sites, scripts, Windows
applications, or anything else compatible with COM libraries, including all .NET languages, can easily
communicate wit h the Laserfiche Server. The SOK comes with detailed documentat ion that includes
tutorials and sample source code in C# and Visual Basic .NET.
D Laserfiche Digital Signatures -Digital Signatures gives users the ability to automatically sign and
validate documents as they are created, reviewed and archived without leaving the Laserfiche
environment. Digital signatures are a form of electronic signatures that act like a digital notary to your
electronic assets, allowing you to verify the condition of your documents for the duration of their
lifecycle.
D Laserfiche ScanConnect -ScanConnect enables you t o use ISIS scanning drivers. A collection of ISIS
drivers are included with ScanConnect, enabling you to scan usirig supported scanners. A list of
supported scanners can be found on the Laserfiche Support Site. If your scanner is not listed, you can
manually install any ISIS drivers your scanner's manufacturer has provided.
D Laserfiche Plus -Laserfiche Plus is a publishing tool that allows for a selection of documents, their
metadata, and folder structure to be published in an independent package onto a CD or DVD. Laserfiche
Plus is fully equipped with a powerful search engine that allows you to sea rch and retrieve documents.
The Plus CDs/DVDs can be used for disaster recovery measures by providing access to critical documents
at all times, even if your network is off-line.
D Additional Avante Repository -You r repository allows information to be organized and accessible
from a central location. Information stored in yoµr repository includes your documents and their
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September 17, 2019 Item #2 Page 39 of 43
LASERFICHE AVANTE PROPOSAL Leis I · -------~-"',, ~ mag1ng, nc
Your World Clas~ Lascrf,che Provider
contents, as well as folders and shortcuts. It also includes annotations, metadata, the folder structure
itself, and additional information such as security settings, users and groups, and so on. This allows
organizations to establish multiple environments such as Test, Development, and Production.
D Integrated Solution -
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September 17, 2019 Item #2 Page 40 of 43
LASERFICHE AVANTE PROPOSAL Lies, _ -~-. ~~~ ",~ ~ maging. nc
Your World Class Laserf1che Provider
Training
Training can be provided onsite or remote by ECS trainers using the installed system, and can be
scheduled for individuals or groups according to their role. Training sessions are developed and tailored
specifically to our customer's requirements.
On-Site End-UserTraining
This hands-on or group training is for users who have never used Laserfiche before. Some of the topics
covered in this training are: Annotations, Customizing the Document Viewer, Document Metadata,
Using the Folder Browser, Working with Electronic Documents, Searching, Importing Documents,
Exporting and Printing Documents, Snapshot
On-Site Administrator Training
System Administrator Training begins with_ a comprehensive overview of the Laserfiche System. As a
Training Outline, they will be learning: Template Creation and modification, folder design concepts,
Laserfiche security setup and administration, database backup, other miscellaneous tips and tricks for
the Laserf/che System Administrator, volume management, other Laserfiche products/plug-ins, most
common laserfiche problems and how to resolve them.
On-Site Power-User Training
• Laserfiche Workflow Admin Training • Laserfiche Audit Trail Training
a Laserfiche Forms Training • Laserfiche Records Management Training
a Laserfiche Quick Fields Training " Integration Training SOK/ LF Connector
Support and Maintenance
t8J Laserfiche Support Assurance Plan (LSAP) is an integral part of keeping your software up to date and
ensuring that you have access to all of the latest features and functionality the software has to offer.
The Laserfiche Software Assurance Basic Plan includes the following:
• Unlimited telephone support through your authorized reseller
• Free copies of Software Version Updates.
• All the latest hotfixes, updates and patches to keep your system running at peak efficiency.
• 24/7 access to the Laserfiche Support Site and Laserfiche Answers.
• Comprehensive training opportunities are available including quarterly Regional Training and
the annual Laserfiche Institute Conference
a 100% of the purchase price of your current Laserfiche software can be credited to any new
product purchase.
IX! ECS Priority Support is an optional support plan to the basic Laserfiche Software Assurance Plan
(LSAP). Where LSAP offers a response time within 24 hours, ECS Priority Support responds promptly to
our client's needs and concerns. Our experienced tech team will respond within 4 hours of our client's
call. Most calls are answered immediately and resolved within the same business qay. Also Includes
complimentary quarterly user group workshops and the ECS Annual Customer Conference. Priority
Support is offered for on-site and remote technical assistance . We have included 20 Hours of ECS
Priority Support with our proposal pricing. Priority Support Hours can be used for remedial support,
additional consulting requirements, or for version upgrades/releases of the software.
April 9, 2019 Item #5 Page 25 of 27
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September 17, 2019 Item #2 Page 41 of 43
2. Approval of Amendment No. 1 for
Laserfiche Records Management
Software and Document Scanning
Services with ECS Imaging, Inc.
Maria Callander, IT Director
Sheila Cobian, City Clerk Services Manager
Doug Kappel, Enterprise Applications Manager
September 17, 2019
What is it?
•Replacement of our current Records
Management System (HPRM)
•Expand the use of the Police Department
implementation of Laserfiche to be citywide
•Laserfiche is an established firm widely used
in municipal government
2
What is included?
•Software licensing and support
•Data Conversion
•Interfaces to Energov, Docusign and GIS
•Document workflow for purchase orders
and staff reports
•Laserfiche Mobile App
3
Why?
•Resolve system stability and support issues
•Provide easy way for staff and public to
access records
•Take advantage of new features to replace
paper processes with online workflows
•Provide mobile app for field access
4
Total Project Cost
5
Cost
Original Police Agreement $186,325
Total Amendment No. 1 Costs $515,465
Implementation and Year 1 Maintenance $354,815
Year 2-4 Maintenance Cost $160,650
Total Agreement Cost $701,790
Total Internal Costs $178,313
Staff Augmentation $142,831
Contingency $35,482
Total Agreement and Internal Cost $880,103
Staff Recommendation
Adopt a Resolution authorizing the city manager
to execute Amendment No. 1 to the Agreement
for Laserfiche Avante and Document Scanning
Services with ECS Imaging, Inc. for acquisition and
implementation of Laserfiche Rio Enterprise
Records Management software in an amount not
to exceed $515,465 for a four year term
6
Additional Information
7
Cost comparison
8
Estimated Cost of Existing Records Management System
Upgrade cost $ 130,000 $ $ $ $
Annua I ma intena nee contract 79,000 79,000 79,000 79,000
Total estimated cost of existing system
Total Amendment No.1 for Laser Fiche Rio
209,000
354,815
79,000 79,000 79,000
Cost Differe nce (Laserfiche vs. existing system) $ 145,815 $ (25,450) $ (25,450) $ (25,450) $ 69,465
Laserfiche Customers in San Diego
•Fallbrook Public Utility District
•Rancho Santa Fee Association
•Lakeside Fire Protection District
•Olivenhain Municipal Water District
•Otay Water District
•Rincon del Diablo Water District
•Sweetwater Union High School District
•Valley Center Union School District
9
•City of Chula Vista
•City of Coronado
•City of El Cajon
•City of La Mesa
•City of Lemon Grove
•City of Poway
•City of Vista
•North County Transit
•Vista Unified School District