Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
ECS Imaging Inc; 2019-04-10;
Quote Q2 2020 V2 Quote Type Rio Quotation For Quote Info Name: Rachel Muller Date: 7/21/2020 Company: City of Carlsbad Quote Number: 72120202 Phone: 760-268-4746 Valid Through 9/30/2020 E-mail: Rachel.Muller@carlsbadca.gov Terms: Net 20 Account Manager: Jamie Dunn Phone: 760-419-3446 E-mail: Jamie@ecsimaging.com Description of Product and Services Software SKU Unit Price Quantity Line Total EPLSX 75,000.00$ 1 75,000.00$ $ (50,000.00)Software Subtotal 25,000.00$ Annual Maintenance and Licensing SKU Unit Price Quantity Line Total EPLSXB 15,000.00$ 1 15,000.00$ Annual Maintenance Subtotal 15,000.00$ HardwareProfessional Services SKU Rate Quantity Line Total ECSCI 1,800.00$ 0.00 -$ Professional Services Subtotal -$ Special Terms Subtotal 40,000.00$ Tax Rate 0.000%Tax -$ Software is only available via download and is not subject to CA sales tax Shipping -$ Billing Terms: Total 40,000.00$ All Software and Annual Maintenance is billed 100% at project start. Services are billed 50% up front minimally with remaining Services as incurred. Annual Priority Support Contract Includes Phone: 951-787-8768 Fax: 951-787-0831 www.ecsimaging.com ECS Imaging, Inc. 5905 Brockton Ave, Suite C Riverside CA, 92506 Description The trade in credit you see below is for trading in your existing Public Portal for the Unlimited Servers Public Portal. Initial contract accounted for a annual $10,000 maintenance cost for Public Portal module. This upgrade will now change this annual cost by $5,000 for year two, three, and four which are the remaining years of the contract. Rio includes Workflow, Web Access, Mobile, Adv. Audit Trail, Digital Signatures, Discussions, Unlimited Servers, Forms Essentials Hardware Return Policy: Unopened boxed hardware may be exchanged for a full cash or credit refund within 7 days - a 15% restocking fee may apply. Defective hardware will be exchanged for a replacement per the terms and conditions specified on the product warranty card. Description ○ Maximum 4 Hour Response Time - Upgraded from 24 hours with traditional LSAP support ○ Live Hours of support are 7:30am - 5:00pm PST M-F ○ Unlimited Phone and E-mail Support ○ On-site time is calculated to the nearest half hour and minimum onsite calculation is between 2-8 hours depending on the location ○ On-site time can be used for remedial training, installing updates, and consulting, in addition to support ○ ECS may allow planned after hours support in rare circumstances. In these circumstances Priority Support will be billed at double the hourly rate. ○ Two free admissions to the ECS Annual Customer Conference along with Free Admission to Quarterly User Groups ○ Monthly E-Newsletter ○ On-site/remote support hours included as quoted. On-site within next business day as needed. Additional hours of support purchased at a discounted hourly rate. Customers not under this plan can purchase on-site hours at $250/hour with a 1 hour minimum for remote support, and an 8 hour minimum onsite charge in addition to travel expenses. Software Only (Download Only) Priority Support Hours can be needed for any assistance installing and configuring this product. ECS Install, Configuration, Consulting & Project Management Services Laserfiche Rio Public Portal for Unlimited Laserfiche Servers Laserfiche Rio Public Portal for Unlimited Laserfiche Servers LSAP Description Trade-in Credit EXHIBIT "A"DocuSign Envelope ID: B50164C3-F3B6-43E9-AABC-BA0DB60CE678 Administrative Services Information Technology 1635 Faraday Ave. Carlsbad, CA ZIP code 760-602-2450 t Memorandum September 10, 2020 To: Geoff Patnoe, Assistant City Manager From: Rachel Muller, IT Project Manager Via: Maria Callander, Director of IT Re: Amendment No. 2 to Agreement for Laserfiche Avante and Document Scanning Services with ECS Imaging, Inc. This memorandum provides an explanation of the Amendment No. 2 to Agreement for Laserfiche Avante and Document Scanning Services with ECS Imaging, Inc. Purpose of Agreement The purpose of the agreement is to increase the number of Laserfiche WebLink server licenses from two (2) servers to unlimited servers. The Laserfiche WebLink servers enable city employees to view city and public records, and public users to view public records, without purchasing user licenses (savings of $700/user license). We originally purchased two (2) server licenses for Laserfiche Weblink servers to support our Test and Production systems. During implementation, we discovered we needed a minimum of (4) server licenses to support Test and Production servers. It costs less to upgrade to unlimited server licenses than to purchase two (2) additional server licenses, and will give us flexibility for future business needs. Budget Impact The amendment will cost a one-time fee of thirty thousand dollars ($25,000) for upgraded software and annual maintenance for Year 1, and will increase the annual maintenance cost by ($5,000) for Years 2, 3, and 4. The amendment will be funded by contingency reserve funds included in the budget approved by city council. Attachment: Amendment No. 2 to Agreement for Laserfiche Avante and Document Scanning Services ECS Imaging, Inc. cc: Brent Gerber, IT Dept. Senior Management Analyst DocuSign Envelope ID: B50164C3-F3B6-43E9-AABC-BA0DB60CE678 CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) 09/29/2020 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATIONIS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER HUB INTERNATIONAL INS SVCS INC/PHS 72165935 The Hartford Business Service Center 3600 Wiseman Blvd San Antonio, TX 78251 CONTACT NAME: PHONE (A/C, No, Ext): (866) 467-8730 FAX (A/C, No): (888) 443-6112 E-MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC# INSURED ECS IMAGING, INC. 5905 BROCKTON AVE STE C RIVERSIDE CA 92506-1887 INSURER A : Sentinel Insurance Company Ltd.11000 INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSR SUBR WVD POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXP (MM/DD/Y YYY)LIMITS A COMMERCIAL GENERAL LIABILITY X X 72 SBA KT6798 10/01/2020 10/01/2021 EACH OCCURRENCE $2,000,000 CLAIMS-MADE X OCCUR DAMAGE TO RENTED PREMISES (Ea occurrence)$1,000,000 X General Liability MED EXP (Any one person)$10,000 PERSONAL & ADV INJURY $2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER:GENERAL AGGREGATE $4,000,000 POLICY PRO- JECT X LOC PRODUCTS - COMP/OP AGG $4,000,000 OTHER: A AUTOMOBILE LIABILITY 72 SBA KT6798 10/01/2020 10/01/2021 COMBINED SINGLE LIMIT (Ea accident)$2,000,000 ANY AUTO BODILY INJURY (Per person) ALL OWNED AUTOS SCHEDULED AUTOS BODILY INJURY (Per accident) X HIRED AUTOS X NON-OWNED AUTOS PROPERTY DAMAGE (Per accident) A X UMBRELLA LIAB EXCESS LIAB X OCCUR CLAIMS- MADE 72 SBA KT6798 10/01/2020 10/01/2021 EACH OCCURRENCE $2,000,000 AGGREGATE $2,000,000 DED X RETENTION $ 10,000 WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below N/ A PER STATUTE OTH- ER Y/N E.L. EACH ACCIDENT E.L. DISEASE -EA EMPLOYEE E.L. DISEASE - POLICY LIMIT DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Those usual to the Insured's Operations. CERTIFICATE HOLDER CANCELLATION City of Carlsbad 5815 EL CAMINO REAL CARLSBAD CA 92008 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE © 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03)The ACORD name and logo are registered marks of ACORD DocuSign Envelope ID: B50164C3-F3B6-43E9-AABC-BA0DB60CE678 ACORD 101 (2014/01)© 2014 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD AGENCY CUSTOMER ID: LOC# : ADDITIONAL REMARKS SCHEDULE Page 2 of 2 AGENCY HUB INTERNATIONAL INS SVCS INC/PHS NAMED INSURED ECS IMAGING, INC. 5905 BROCKTON AVE STE C RIVERSIDE CA 92506-1887 POLICY NUMBER SEE ACORD 25 CARRIER SEE ACORD 25 NAIC CODE EFFECTIVE DATE:SEE ACORD 25 ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM FORM NUMBER:ACORD 25 FORM TITLE:CERTIFICATE OF LIABILITY INSURANCE Certificate holder is an additional insured per the Business Liability Coverage Form SS0008 attached to this policy. Waiver of Subrogation applies in favor of the Certificate Holder per the Business Liability Coverage Form SS0008, attached to this policy. Coverage is primary and noncontributory per the Business Liability Coverage Form SS0008, attached to this policy. Notice of Cancellation will be provided in accordance with Form SS1223, attached to this policy. DocuSign Envelope ID: B50164C3-F3B6-43E9-AABC-BA0DB60CE678 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. City Attorney Approved Version 9/27/16 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: ~~~¥-- 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 City Attorney Approved Version 9/27 /16 2 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 City Attorney Approved Version 9/27/16 3 September 17, 2019 Item #2 Page 9 of 43 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 City Attorney Approved Version 9/27/16 4 September 17, 2019 Item #2 Page 10 of 43 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. City Attorney Approved Version 9/27 /16 5 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. City Attorney Approved Version 9/27/16 6 September 17, 2019 Item #2 Page 12 of 43 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 City Attorney Approved Version 9/27/16 7 September 17, 2019 Item #2 Page 13 of 43 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. City Attorney Approved Version 9/27/16 8 September 17, 2019 Item #2 Page 14 of 43 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 City Attorney Approved Version 9/27/16 9 September 17, 2019 Item #2 Page 15 of 43 • 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: City Attorney Approved Version 9/27/16 10 September 17, 2019 Item #2 Page 16 of 43 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 City Attorney Approved Version 9/27/16 11 September 17, 2019 Item #2 Page 17 of 43 • 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 City Attorney Approved Version 9/27/16 12 September 17, 2019 Item #2 Page 18 of 43 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 City Attorney Approved Version 9/27/16 13 September 17, 2019 Item #2 Page 19 of 43 • 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. City Attorney Approved Version 9/27/16 14 September 17, 2019 Item #2 Page 20 of 43 CERTIFICATE OF SECRETARY re ECS IMAGING, INC. A California Corporation The undersigned does hereby certify as follows: 1. That she is the duly elected, qualified and acting Secretary of ECS IMAGING, INC., a California Corporation ("Corporation"). 2. That on March 13, 2019, by their unanimous written consent as allowed by the Corporation's Bylaws as well as the Corporation Law of the State of California, all members of the Board of Directors of the Corporation adopted the following resolution: RESOLVED,thatJAMESF.PAPPASandDEBBIBODEWIN,thePresidentandSecretary respectively of the Corporation, either one acting alone, to negotiate business transactions on behalf of the Corporation and to execute documents evidencing any such transaction(s) and thereby bind the Corporation thereto .. RESOLVED FURTHER, that JAMES F. PAPPAS and DEBBI BODEWIN, the President and Secretary respectively of the Corporation, either one acting alone, are hereby authorized to execute any and all documents, contracts and agreements and any modifications thereto, on behalf of the Corporation, and to thereby bind this Corporation thereto. Witness my hand this 13th day of March, 2019. ~~~ DEBBI BODEWIN, Secretary Certificate of Secretary -Page I L:\WPS\LKR\Corporations\Seaclary Ccrtilicate\Aulhority and lncumbency\ECS • Authority • Cert of Sec I. wpd INCUMBENCY CERTIFICATE FOR ECS IMAGING, INC., a California Corporation I, DEBBI BOD EWIN, the duly elected and qualified Secretary of ECS IMAGING, INC., a California Corporation, (the "Company"), hereby certifies that each of the following named individuals is a duly elected and qualified director and/or officer of the Company, holds the position(s) set forth opposite his or her name relative to the Company, and the signature set forth opposite his or her name is the genuine and true signature of such individual: JAMES F. PAPPAS JUDITH A. PAPP AS DEBBIBODEWIN Position Director, CEO, President, CFO Director Director, Secretary Witness my hand and the seal. of the Company this 11th day of March, 2019. , VdlJ;fJpk__ ........... DEBBI BODEWIN, Secretary I, JAMES F. PAPP AS, the duly elected CEO/President/CFO of ECS IMAGING, INC., a California Corporation, hereby certifies that DEBBI BODEWIN is the duly elected and qualified Secretary of said Corporation, and that the signature set forth above is her true and correct signature. Witness my hand and the seal of the Company this ', ACKNOWLEDGMENT A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. Stateof~ia County of\ VE@-b I.D-E I I, j ~ I ; I I I I onb&vs, !J.. ,'11)\ 9 before me, BN&SU E: Jv1 -~\-VI N,t d name and title of the officer) personally appeared~t\-16~ _ 68b~ \ t,..J , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENAL TY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. ANGELIE M. DIVINE WITNESS my hand and official seal. J (Seal) THE;, HARTFORD City Of Carlsbad THE HARTFORD BUSINESS SERVICE CENTER 3600 WISEMAN BLVD SAN ANTONIO TX 78251 1635 FARADAY AVE CARLSBAD CA 92008-7314 Account Information: I Policy Holder Details : I ECS IMAGING, INC. August 1, 2019 tO 'it Contact Us Business Service Center Business Hours: Monday -Friday (7AM -7PM Central Standard Time) Phone: (866) 467-8730 Fax: (888) 443-6112 Email: agency.services@thehartford.com Website: https://business.thehartford.com Enclosed please find a Certificate Of Insurance for the above referenced Policyholder. Please contact us if you have any questions or concerns. Sincerely, Your Hartford Service Team WLTR005 . -~ ~C<->_.Rll CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) ... _ 08/01/2019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATIONIS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). PRODUCER CONTACT NAME: HUB INTERNATIONAL INS SVCS INC/PHS 72165935 The Hartford Business Service Center 3600 Wiseman Blvd PHONE (A/C, No, Ext): (866) 467-8730 I FAX (888) 443-6112 (A/C, No): San Antonio, TX 78265 INSURED ECS IMAGING, INC. 5905 BROCKTON AVE STEC RIVERSIDE CA 92506-1887 COVERAGES CERTIFICATE NUMBER· E-MAIL ADDRESS INSURER A: INSURER B: INSURERC: INSURER D: INSURER E: INSURER F: INSURER(S) AFFORDING COVERAGE NAIC# Sentinel Insurance Company Ltd. 11000 REVISION NUMBER· THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INS~ TYPE OF INSURANCE ADDL SUBR POLICY NUMBER POLICY EFF POLICY EXP LIMITS LTR INSR WVD IMM/DD/YYYYl IMM/DD/Y YYYl COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $2,000,000 1--□ CLAIMS-MADE 0 OCCUR DAMAGE TO RENTED PREMISES tEa occurrence' $1,000,000 1-- X General Liability MED EXP (Any one person) $10,000 A X X 72 SBA KT6798 10/01/2018 10/01/2019 PERSONAL & ADV INJURY $2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $4,000,000 Fl POLICY □ PRO-0LOC PRODUCTS -COMP/OP AGG $4,000,000 JECT OTHER AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $2,000,000 I ,Ea accident' 1-- ANY AUTO BODILY INJURY (Per person) 1--ALL OWNED -SCHEDULED A AUTOS AUTOS 72 SBA KT6798 10/01/2018 10/01/2019 BODILY INJURY (Per accident) 1--HIRED ~ NON-OWNED PROPERTY DAMAGE X AUTOS X AUTOS (Per accident) 1--~ L UMBRELLA LIAB n OCCUR EACH OCCURRENCE $2,000,000 EXCESS LIAS CLAIMS-AGGREGATE $2,000,000 A MADE 72 SBA KT6798 10/01/2018 10/01/2019 DEDI X I RETENTION$ 10,000 WORKERS COMPENSATION IPER I IOTH- AND EMPLOYERS' LIABILITY STATUTE ER ANY Y/N E.L. EACH ACCIDENT PROPRIETOR/PARTNER/EXECUTIVE [ N/A OFFICER/MEMBER EXCLUDED? E L DISEASE -EA EMPLOYEE (Mandatory In NH) If yes, descnbe under EL DISEASE -POLICY LIMIT DESCRIPTION OF OPERATIONS below DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space Is required) Those usual to the lnsured's Operations. Please see Additional Remarks Schedule Acord Form 101 attached. CERTIFICATE HOLDER CANCELLATION City Of Carlsbad SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED 1635 FARADAY AVE BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED CARLSBAD CA 92008-7314 IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE 6U82V)£ c~~ © 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD ✓ / AGENCY CUSTOMER ID: LOC#: -------- ADDITIONAL REMARKS SCHEDULE Page _2_ of 2 AGENCY NAMED INSURED HUB INTERNATIONAL INS SVCS INC/PHS ECS IMAGING, INC. POLICY NUMBER 5905 BROCKTON AVE STEC SEE ACORD 25 RIVERSIDE CA 92506-1887 CARRIER NAICCODE SEEACORD25 EFFECTIVE DATE: SEE ACORD 25 ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM FORM NUMBER: ACORD 25 FORM TITLE: CERTIFICATE OF LIABILITY INSURANCE City of Carlsbad is an additional insured per Additional Insured: Owners, Lessees, or Contractors; Scheduled Person or Organization Form SS4170 and Additional Insured: Owners, Lessees or Contractors; Completed Operations form SS4171, attached to this policy. Waiver of Subrogation applies in favor of the Certificate Holder per Waiver of Subrogation Form SS 1215, attached to this policy. ACORD 101 (2014/01) © 2014 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD ACORD• CERTIFICATE OF LIABILITY INSURANCE I DATE (MM/DD/YYYY) '-,.....--' Acct#: 2405923 8/1/2019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER($), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. I I, IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT 888-828-8365 NAME: Lockton Companies, LLC PHONE I FAX 5847 San Felipe, Suite 320 IAJC No Extl: : (AJC Nol: E-MAIL Houston, TX 77057 ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC# INSURER A: Ace American Insurance Co. 22667 ~-INSURED Jl'l_lllJ~E_R_ B : lnsperity, Inc. UC/F ECS IMAGING, INC. INSURERC: 19001 Crescent Springs Drive INSURER □: Kingwood, TX 77339 INSURERE: INSURERF: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. TNsR' TYPE OF INSURANCE IADDL 1~; I POLICY EFF POLICY EXP LIMITS LTR 1,.,,m POLICY NUMBER MM/DD/YYYYI IMM/DD/YYYYI COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE 1$ ~ DAMAGE TO RENTED ~ CLAIMS-MADE □ OCCUR _E_REMISES (Ea occurrenc~_ $ __ -·--·-· _ _ __ ~ MED EXP (Any one person) $ -·- PERSONAL & ADV INJURY $ f--- GEN'L AGGREGATE LIMIT APPLIES PER GENERAL AGGREGATE $ I 11 PRO-nLOC PRODUCTS -COMP/OP AGG $ POLICY: JECT OTHER $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ ~-~~cident) ANY AUTO BODILY INJURY (Per person) $ ~-ALL OWNED ,-SCHEDULED --·- AUTOS AUTOS BODILY INJURY (Per accident) $ NON-OWNED PROPERTY DAMAGE ,$ HIRED AUTOS AUTOS <Per accident) ~ ~ $ UMBRELLA LIAB H OCCUR EACH OCCURRENCE $ ~ EXCESS LIAB CLAIMS-MADE AGGREGATE $ --· OED I I ~ETENTION $ $ WORKERS COMPENSATION I PER I I OTH- AND EMPLOYERS' LIABILITY X STATUTE ER --Y/N ANY PROPRIETOR/PARTNER/EXECUTIVE □ E.L. EACH ACCIDENT $ 1,000,000 A OFFICER/MEMBER EXCLUDED? N/A C65789528 10/1/2018 10/1/2019 ---~ (Mandatory In NH) E.L. DISEASE -EA EMPLOYEE $ 1,000,000 i~ic:~(tfri~ ~~OPERATIONS below E.L. DISEASE -POLICY LIMIT $ 1,000,000 DESCRIPTION OF OPERATIONS/ LOCATIONS/ VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more space is required) CERTIFICATE HOL_D_E_R _______________________ C_A_N_C_E_L_LA_T_I_O_N _______________ ~ CITY OF CARLSBAD 1636 FARADAY AVENUE CARLSBAD, CA 92008 ACORD 25 (2016/03) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE © 1988-2014 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD ~ ECSIMAG-01 C:,'71 UJll':!A ACORD CERTIFICATE OF LIABILITY INSURANCE I DATE (MM/0D/YYYY) ~ . 8/1/2019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER($), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. , I ,1l11ilill1 ,I ,,, IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER ~~~cT Stephanie Zuniga Wateridge Insurance Services ri0~:o, Exl):.(858) 452-2200 ! FAX 10717 Sorrento Valley Road . ! (A/C, No):(858) 452-6004 San Diego, CA 92121 j 0~~ss: szuniga@wateridge.com ----------------- INSURER(S) AFFORDING COVERAGE NAIC# ·····-····--··--------------·. ---.. -······------------------·----·-··--··-------·----·--------------·-INSURER A: RLI Insurance Company ··----. ---------·-------·--·---------------------- INSURED INSURERS: ECS Imaging, Inc INSURERC: 5905 Brockton Ave INSURERD: Riverside, CA 92867 . INSURE.RE : .. --·----··· ---·------ -----·-----------· ---- -.. ---· ---------- INSURERF: COVERAGES CERTIFICATE NUMBER· REVISION NUMBER· THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ·~,: TYPE OF INSURANCE i~Jl.P~!~~~I POLICY NUl'll!ER .f~LICY EF~. I POLICY~~ LIMITS COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER POLICY m?r LOC OTHER: AUTOMOBILE LIABILITY ANY AUTO OVYNED AUTOS ONLY SCHEDULED AUTOS ~L'Vd1s ONLY ~mt,i'•mi~ UMBRELLA LIAB ' OCCUR EXCESS LIAB CLAIMS-MADE I OED RETENTION$ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE QfFICER/M;MBER EXCLUDED? (Mandatory n NH) ~iit~ftfi~ ~~~PERATIONS below A Cyber Liability A Errors & Omissions Y/N NIA I i TEC0002861 TEC0002861 3/11/2019 3/11/2019 3/11/2020 3/11/2020 ____ $ ..... EACH OCCURRENCE DAMAGE TO RENTED PREMISES (Ea occurrence) $ •. MED. EXP.(Any one person) ......•. $ .......................................... _ PERSONAL_&.A=D~V=IN~JU"-'R,..,Y_~S __ _ GENERAL AGGREGATE S .. F'RODUC!S.:.COMP/OfAGG .. _.s ................ . COMBINED SINGLE LIMIT (Ea accident) s $ BODILY INJURY (Per per_so~"'~~s ____ _ ~~=~=g=~e=YR=•~~JU~DR~A~C7(A~p~=~~•cc __ i~de~n~t)~S~-----.... (Per accklent) $ . EACHOCCURRJf'.JCE AGGREGATE E.L. EACH ACCIDENT OTH-ER $ s $ s -s E.L. DISEASE· EA EMPLOYEE $ E.L DISEASE -POLICY LIMIT S TEC0002861 TEC0002861 2,000,000 2,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more space Is required> RE: Evidence of Coverage CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Carlsbad THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 1635 Faraday Avenue Carlsbad, CA 92008 AUTHORIZED REPRESENTATIVE ~;t:V-H ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD ✓ . POLJCY NUMBER: 72 SBA KT6798 CHANGE NUMBER: 013 II THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED -OWNERS, LESSEES OR CONTRACTORS -SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: BUSINESS LIABILITY COVERAGE FORM SCHEDULE Name Of Additional Insured Person(s) Or Organization(s): CITY OF CARLSBAD Location(s) Of Covered Operations: 1635 FARADAY AVENUE, CARLSBAD, CA 92008 Information required to complete this Schedule, if not shown above, will be shown in the Declarations. A. Section C. -Who Is An Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by: 1. Your acts or omissions; or 2. The acts or omissions of those acting on your behalf; in the performance of your ongoing operations for the additional insured(s) at the location(s) designated above. Form 55 41700611 Process Date: o B / o 1 /19 B. With respect to the insurance afforded to these additional insureds, the following additional exclusions apply: This insurance does not apply to "bodily injury" or "property damage" occurring after: 1. All work, including materials, parts or equipment furnished in connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on behalf of the additional insured(s) at the location of the covered operations has been completed; or 2. That portion of "your work" out of which the injury or damage arises has been put to its intended use by any person or organization other than another contractor or subcontractor engaged in performing operations for a principal as a part of the same project. Page 1 of 1 Policy Expiration Date: 1 o / o 1 / 19 © 2011, The Hartford (Includes copyrighted material of Insurance Services Office, Inc., with its permission) POLICY NUMBER: 72 SBA KT6798 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. WAIVER OF SUBROGATION CITY OF BREA 1 CIVIC CENTER CIR BREA, CA 92821 KMBS, ITS DIRECTORS, OFFICERS, EMPLOYEES AND AGENTS 100 WILLIAMS DR RAMSEY, NJ 07446 CITY OF SANTA ROSA 631 1ST ST 2ND FLOOR SANTA ROSA CA 95404 CITY OF NEWARK 37101 NEWARK BLVD. NEWARK CA 94506 LAWNDALE ELEMENTARY SCHOOL DISTRICT 4161 W 147TH ST LAWNDALE CA 90260-1709 CITY OF CARLSBAD / 1635 FARADAY AVENUE CARLSBAD, CA 92008 CITY OF RIVERSIDE, ITS OFFICERS, EMPLOYEES, AND AGENTS 3900 MAIN ST RIVERSIDE, CA 92522 Form IH 12 00 11 85 T SEQ. NO. 009 Printed in U.S.A. Page 002 (CONTINUED ON NEXT PAGE) Process Date: 08 / O 1 / 19 Expiration Date: 1 o / o 1 / 1 9 AGREEMENT FOR LASERFISCHE AVANTE AND DOCUMENT SCANNING SERVICES ECS IMAGING, INC. HIS AGREEMENT is made and entered into as of the / 0 tr. day of . , 20.J:}_, by and between the CITY OF CARLSBAD, a municipal corporati n, ("City"), and ECS Imaging Inc., a document scanning service and Laserfiche Avante software company, ("Contractor"). RECITALS A. City requires the professional services of a documenting scanning service that is experienced in scanning and uploading police reports into Laserfiche Avante software. B. Contractor has the necessary experience in providing professional services and advice related to scanning police reports into a Laserfiche software. C. Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform such work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "A", which is incorporated by this reference in accordance with this Agreement's terms and conditions. 2. STANDARD OF PERFORMANCE While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 3. TERM The term of this Agreement will be effective for a period of one year from the date first above written. The City Manager may amend the Agreement to extend it for three additional one year periods or parts thereof. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. 4. TIME IS OF THE ESSENCE Time is of the essence for each and every provision of this Agreement. 5. COMPENSATION The total fee payable for the Services to be performed during the initial Agreement term will be one-hundred twenty-seven three-hundred thirty dollars eighty cents ($127,330.80) for a one-time scanning service and a one-time fee of fifty-eight thousand nine hundred ninety-four dollars ($58,994) for the software, annual maintenance and licensing, and service fee. Payment distribution shall be made pursuant to the Payment Milestone schedule included in Exhibit "A." No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. If the City elects to extend the Agreement, the amount shall not exceed eleven-thousand four-hundred seventy dollars ($11,470) per Agreement year. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services specified in Exhibit "A". City Attorney Approved Version 6/12/18 April 9, 2019 Item #5 Page 5 of 27 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 an 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 City Attorney Approved Version 6/12/18 2 April 9, 2019 Item #5 Page 6 of 27 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 main_tain 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 City Attorney Approved Version 6/12/18 3 April 9, 2019 Item #5 Page 7 of 27 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 LICENSF 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 will be clearly identifiable. Contractor will allow a representative 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 th is 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 Manager 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. City Attorney Approved Version 6/12/18 4 April 9, 2019 Item #5 Page 8 of 27 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~ 17. GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, 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 will 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 City Attorney Approved Version 6/12/18 5 April 9, 2019 Item #5 Page 9 of 27 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, commission, 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 knowing ly 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 agreed 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 s~all 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 betw_een the parties relating to the subject matter of it. In case of conflict, 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. City Attorney Approved Version 6/12/18 6 April 9, 2019 Item #5 Page 10 of 27 26. AUTHORITY The individuals executing this Agreement 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 Agreement. CONTRACTOR By: -~~~-(sign here) /Jefibi [!dJEM ;v l@P/ffcrerao; (print name/title) By: (sign here) (print name/title) CITY OF CARLSBAD, a municipal corporation of the State of California Mayor fR.o 1"~M ATTEST: 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: CELIA A. BREWER, City Attorney BY:-'~---------:-'£[.__,..,_ Assistant City Attorney City Attorney Approved Version 6/12/18 7 April 9, 2019 Item #5 Page 11 of 27 EXHIBIT "A" SCOPE OF SERVICES Description of Product and Services Police files to be scanned in at 300 dpi and full OCR Files win be upoaded rerrotely into Laserfiche repository with assigned ten-plate. Boxes will be returned with files in fron~ and folders in back. Certified shredding is con-plimentary if client would like. Scanning Services SKU Description Unit Price Quantity Line 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 $ SO.OD 3.00 $ 219,340.80 150.00 Scanning Discount Special Terms $ (92,160.00) Scanning Subtotal $ 127,330.80 Pick up will oonsisit of 3 trips of an estimated 400 boxes each. Ries 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 ~'Ou right .may. Discount reflects S0.05 per image off the CMAS contract pricing CMAS #3-16-36- 0073C .. CMAS pricing states $0.119 per image and ECS is offering d·scount to bring per image cost down to S.069 per irm e. Subtotal $ 127,330.80 Tax Rate Software Only (Download Only) 0.00% Tax $ Terms & CDnditions, o PaymentTen115: Net 20 alter each batch returned. o lasemche Tiffs in portable volumes to be attached to your l,,sedkhe sysltem o ECS will !rain customer on how to load data onto LF Server during first iieli•,ery, if rneeded o Consulting of folder template and volume set ups included in project set i,p fe,e o Items •11ill be placed back into original carrier (folder, sleeve, etc.I o Items will be delivered free of charge alter being scanned o Items are scanned in order received. Arry additional requ,,sts ares ·ect to a charge o Scanning in Tiff images is 200-300dpi depending oo need o Paper/Plans: Indexing included is 2 fields, up to 20 characteis and Uniq,,e OocU111ent Name up to 20 characters each o Microfiche: Indexing included is the name on the Sleeve o Microfilm: lndexirng inrluded is the name on the Cartrid.;;e o Images thal have been fiched/filmed reverse have additional charge oAII prices listed abm,e are for estimating purposes only. Actual prices may~-ary o Any upload fee is for'SGB per volume maximum o Pick up/ Delivery charges (pricing varies, based on locatioo,a□d qc'ilntity -------- Tot a I $ 127,330.80 o Change onlers alter files have been returned are subject to restructuring/reindexing fee o OCRing can be done during scan process at no charge. Any verificatic,n time is $30.00 Pier Hour o DVD Set = 1 Data DVD, 1 Plus Viewer DVD · Plus DVD has retrieval engine on DVD. egular size documents fit approximately 90,000 images o CD Set = 1 Data CD, 1 Plus Viewer CO· Plus CD has retrieval engine on CO. Regular size rolls fit approximately lD,000 images o Boxes may be destroyed at the custome(s request at a cost of $16.00 a box. AO.Structicm Certificate will be provided o 1,\/hile documents are at ECS, we can provide an electronic co.py for up to 4 per batch at no charge. Additional special handling requests are subject to charge of $30/per hour o IMPORTANT: Once the imaged data has been delivered you will have 90 days to re•·.,., all images. Alter 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 !l<'rlonm these services as quotedaml E(S would remain the billing agent. City Attorney Approved Version 6/12/18 8 April 9, 2019 Item #5 Page 12 of 27 Software Avante indudes Workflow and Fo.-ms Essentials SKU Description Unit Price Quantity Line Total MSE30 laserfld,e Avante Server for M S SQL with Workflow $ 5,000.00 1 $ 5,000.00 MNF16 Laserfiche Named Full User w/Web Access, Snapshot, and Ema II $ 600.00 10 $ 6,000.00 MATX16 laserflche Advanced Audit Trail with Watermark $ 100.00 10 $ 1,000.00 MCA01 laserflche Import Agent $ 1,495.00 1 $ 1,495.00 MCQOl laserflche Quick Fie Ids iS 595.00 1 $ 595.00 MCQC3 Laserfiche Quick Fie Ids Zone OCR and Validation Package $ 2,795.00 l. $ 2,795.00 MPf>S laserflche Standard Public Portal (25 retrieval user licenses) $ 25,000.00 l. $ 25,000.00 Software Subtotal $ 41,885 .00 Annual l'v1aintenance and Licensing SKU De&crlptioo Unit Price Quantity Line Total MSE30B laserfiche Avante Server for MS SQL with Worl<flow LSAP $ 1,000.00 1 $ 1,000.00 MNF16B Laserfiche Named Full User w/Web Access, Snapshot, & Emal! LSAP $ 120.(10 10 $ 1,200.00 MATX168 laserfiche Advanced Audit Trail with Watermark LSAP $ 20.00 10 $ 200.00 MCA01B laserflche Import Agent LSAP $ 390.00 1 $ 390.00 M CQOlB Laserflche QI.Jlck Fields LSAP $ 120.00 1 $ 120.00 M CQC3B laserfiche Zone OCR and Validation Package LSAP $ 560.00 1 $ 560,00 M PPSB laserflche Standard Public Portal (25 retrieval user licenses) LSAP $ 5,000.00 1 $ 5,000,00 ECS20 •,ECS Priority Support • 20 Hours $ 3,000.00 1 $ 3,000.00 Annual Maintenance Subtotal $ 11,470.00 Hardware SKD Deacnption Unit Price Qq.antity Line Total Hardware Subtotal $ Professional Services SKO Description Rate Quantity Line Total ECSCI ECST Special Terms ECS Install. Configuration, Consulting, & Project Management Services $ ECS Traln1ng S@rvioes $ 1,800.00 1,800.00 3.00 LOO $ $ Professional Services Subtotal $ '5,400.00 1,800.00 7,200.00 ECS • .,,iiJI went Mth c~ed kl C011U1e tip 'l/1.ith fulde.-strucdue and templates to store in Laseriiche_ ECS will come onsite and show staff stte;:i by step how So get documents iAO Laserfiche and ge1 ,combrta!:-le vii th !!Ire. S}stem. BHIJn:g Terms: Subtotal $ 60,555.00 Tax 'Rate Software Only (Download Only} 0.000% Tax $ Softw.30! l.s only avsllable via download and Is not subject to CA sales tax Shipping $ -------Discount $ Total $ (1,561.00) 58,994.00 ECS Imaging, Inc. -LF Installation Scope of Services Scope Description The scope of this project consists of the insta llation of Laserfiche Avante. The installation will include 10 named full users, Workflow, Advanced Audit Trail , Import Agent, Quick Fields with Zone and OC R Validation Package , an d the Standard Public Portal (25 retrieval users). Con fig uration se rvi ces in clu de install ation and configu ration of the La serfiche software , consultation and configuration of the re pository structure and design based on the Cli ent's business requirements, and training on the Lase rfiche software. City Attorney Approved Version 6/12/18 9 April 9, 2019 Item #5 Page 13 of 27 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 s Laserfiche server, client, import and scanning, and business process components Repository Design Consultation and Configuration -1 Day • Folder Structure • Naming Convention • 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 • Search and Retrieval Training o Laserfiche Client, Web Access, Plus e Workflow Automation Training o Laserfiche Workflow • Laserfiche Administrator Training o Security o . User configuration o Volume configuration o IT Project Management -½ Day • Professional project management services from ECS o Project plan development o Kick off meeting o Project status meetings o Project status updates e Documentation o Solution documentation o Trai ning documentation Project Contingency -¼ Day • Additional project time to account for unforeseen tasks or time necessary to complete in scope requirements City Attorney Approved Version 6/12/18 10 April 9, 2019 Item #5 Page 14 of 27 April 9, 2019 Item #5 Page 15 of 27 Laserfiche Avante Proposal Submitted to: City of Carlsbad Police Department Date of Proposal: 12/28/2018 Effective through: 3/31/2018 E(S lri1~~i~g. Inc Your World Class Laserfiche Provider Pro osal Contact Jamie Dunn Account Manager 760-419-3446 Jamie@Ecsimaging.com Delivering Paperless Solutions Since 1990 Laserfiche Support Document Scanning Records Management Project Management Data Migration Integration Largest Provider of Laserfiche in Western United States Corporate Headquarters Southern California 5905 Brockton Ave., Suite C Riverside, CA 92506 Phone: (951) 787-8768 Fax: (951) 787-0831 Toll Free : (877) 790-1600 Northern California 5052 Forni Drive, Suite A Concord, CA 94520 Phone: (877) 790-1600 Colorado 403 15th Street, Suite 301 Denver, CO 80202 Phone: (720) 598-9176 www.ecsimaging.com sales@ecsimaging.com Laserf iche® Authorized Reseller April 9, 2019 Item #5 Page 16 of 27 .,··· ' LASERFICHE AVANTE PROPOSAL Lies 1 , · _-: ~-:'" 1,. c::J mag1ng. nc. Your World Class Laserfiche 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 M anagement 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 full time staff providing the following range of services: • Project Management • Laserfiche Software Installation 11 Systems Integration • Cloud Migration Services " Business Process Automation and Consulting Services ■ Data Conversion Services • On-going Support of Software and Hardw are • Remote and On-Site Training and Support ■ Out-of-the-box Integrations with 3rd Party Applications o PlanetPress o GeoDocs o CMA Email Management o Docusign Digital Signatures o Psigen Ad vanced Capture Solutions o MS Office and SharePoint • Custom Integrations with 3rd Party Applications • Custom Documentation • Scanning Services (including Large Maps, Microfilm, Microfiche conversion) • Complimentary Quarterly User Group Workshops with Training • Two Annual Complimentary Client Conferences with Training (16 consecutive years) 2 April 9, 2019 Item #5 Page 17 of 27 LASERFICHE AVANTE PROPOSAL Lies I ',-_-.:..:·,:,. ..___I'> ' C mag1ng. nc Your World Class L aserfiche Provider Project Summary and Scope of Work Q4 2018 V3 Quotation For Name: Company: Phone: E-mail: Javier Ruiz City of Carlsbad PO 760-931-2176 Javier.Ruiz@carlsbadca.gov Quote Type Quote Info Date: Quote Number: Valid Through Terms: 12/28/2018 122820181 3/31/2019 Net20 AcC?unt Manager: Jamie Dunn Phone: 760-419-3446 Avante E-mail: Jamie@ecsimaaina.com Description of Product and Services NCPA Competitive Government Contract Pricing with di count shown below which is a flat 3.1 % discount on all software and LSAP. NCPA Contract Number is 11-25. Software Avante includes Workflow and Forms Essentials SKU Descriptio n Unit Price Quantity Line Total MSE30 Laserfiche Avante Server for MS SQL with Workflow $ 5,000.00 1 $ 5,000.00 MNF16 Laserfiche Named Full User w/Web Access, Snapshot, and Email $ 600.00 10 $ 6,000.00 MATX16 Laserfiche Advanced Audit Trail with Watermark $ 100.00 10 $ 1,000.00 MCAOl Laserfiche Import Agent $ 1,495.00 1 $ 1,495.00 MCQOl Laserfiche Quick Fields $ 595.00 1 $ 595.00 MCQC3 Laserfiche Quick Fields Zone.OCR and Validation Package $ 2,795.00 1 $ 2,795.00 MPPS Laserfiche Standard Public Portal (25 retrieval user licenses) $ 25,000.00 1 $ 25,000.00 Software Su btota I $ 41,885.00 Annual Maintenance and Licensing SKU Description Unit P rice Quantity Line Total MSE30B Laserfiche Avante Server fo r MS SQL with Workflow LSAP $ 1,000.00 1 $ 1,000.00 MNF16B Laserfiche Named Full User w/Web Access, Snapshot, & Email LSAP $ 120.00 10 $ 1,200.00 MATX16B Laserfiche Advanced Audit Trail with Watermark LSAP $ 20.00 10 $ 200.00 MCAOlB Laserfiche Import Agent LSAP $ 390.00 1 $ 390.00 MCQOlB Laserfiche Quick Fields LSAP $ 120.00 1 $ 120.00 MCQC3B Laserfiche Zone OCR and Validation Package LSAP $ 560.00 1 $ 560.00 MPPSB Laserfiche Standard Public Portal {25 retrieval user licenses) LSAP $ 5,000.00 1 $ 5,000.00 ECS20 *ECS Priority Support -20 Hours $ 3,000.00 1 $ 3,000.00 Annual Maintenance Subtotal $ 11,470.00 Hardware SKU Description Unit: Price Q uantity Line Tot:al Hardware Subtotal $ Professional Services SKU Descriptio n Rate Quantity Line Tot:al ECSCI ECST Special Terms ECS l_nstall, Configuration, Consulting, & Project Management Services ECS Training Services $ $ 1,800.00 1,800.00 3.00 1.00 $ $ Professional Services Subtotal $ 5,400.00 1,800.00 7,200.00 ECS will work with client to come up with folder structure and templates to store in Laserfiche. ECS will come onsite and show staff step by step how to get documents into Laserfiche and get comfortable with the system. Tax Rate Software Only (Download Only) 0.000% Software is only available via download and is not subject to CA sales tax Billing Terms: Subtotal Tax Shipping Discount Total $ $ $ $ $ 60,555.00 (1,561.00) 58,994.00 3 April 9, 2019 Item #5 Page 18 of 27 LASERFICHE AVANTE PROPOSAL cjcs I l --:-;:,··:;,~'" '- 1 --, CJ mag1ng. nc Your World Class Laserf1che Provider 04 2018 V1 Quotation For Name: Company Phone: E-mail: Ja1<er Ruiz City of Carlsbad PD 760-931-2176 Ja1<er.nuiz@carlsbadca.gov Description of Product and Services Qu ote Type Scanning Quote Info Date: Quote Number: Valid Through Tenms: 12/28/2018 122820181 3/31/2019 Net20 Account Manager: Jamie Dunn Phone: 760-419-3446 E-mail: Jamie@ecsimaoino.com 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 Line Total ECSS-REG-B&W ECSS-U PLOAD 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 Scanning 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 #3-1 6-36- 0073C .. CMAS ricin states $0.119 er ima e and ECS is offerin discount to brin er ima e cost down to $.069 er ima e. 127,330.80 Tax Rate Software Only (Download On ly) 0.00% Subtotal $ Tax $ Terms & Conditions: o Payment Terms: Net 20 after each batch returned. o Laserfiche Tiffs in portable volumes to be attached 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 set up fee o Items will be placed back into original carrier (folder, sleeve, etc.) -------- Tot a I $ 127,330.80 o Change orders after files have been returned a re subject ta restructuring/reindexing fee o OCRing can be done during scan process at no charge. Any verification time is $30.00 Per Hour o DVD Set= 1 Data DVD, 1 Plus Viewer DVD -Plus OVD has retrieval engine on DVD. Regular size documents fit approximately 90,000 images o Items will be delivered free of charge after being scanned o CD Set= 1 Data CD, 1 Plus Viewer CD -Plus CD has retrieval engine on CD. Regular size o Items are scanned in order received. Any additional requests are subject to a charge rolls fit approximately 10,000 images o Scanning in Tiff images is 200-300dpi depending on need o Boxes may be destroyed at the customer's request at a cost of $16.00 a box. A Destruction o Paper/Plans: Indexing included is 2 fields, up to 20 characters and Unique Document Name Certificate will be provided up to 20 characters each o Microfiche: Indexing included is the name on the Sleeve o Microfilm: Indexing included is the name on the Cartridge o Images that have been fiched/filmed reverse have additional charge o All prices listed above are for estimating purposes only. Actual prices may vary o Any upload fee is for 5GB per volume maximum o Pick up/ Delivery charges (pricing varies, based on location and quantity o While documents are at ECS, we can provide an electronic copy for up to 4 per batch at no charge. Additional special handling requests are subject to charge of $30/per hour o IMPORTANT: Once the imaged data has been delivered you will have 90 days to review all images. 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 would remain the billing agent. 4 April 9, 2019 Item #5 Page 19 of 27 ~. -· ' LASERFICHE AVANTE PROPOSAL Llcs I ! ,-_---: ?:'" ,'' CJ maging, nc Your World Class Laserf1che Provider Software Product Descriptions What You Get With Laserfiche Avante Laserfiche Avante utilizes Named User Licensing that follows a slightly more al-la-cart approach than other Laserfiche licensing models, For implementation of 1 to 100 users Avante can be great choice, The following features are standard with the Laserfiche Avante System installation; you may already be using several of the software modules listed below, l , Web Access Client 2, Workflow 3, Mobile 4, Forms Essentials 5, Emai!, Snapshot, and PhotoDocs 6, MS Office and SharePoint Integration 7, Web Administration Console 1. Las erfiche Client -Laserfiche offers both a web client and a desktop client, With the Web Access Client, staff can search, retrieve, and work on documents within the Laserfiche repository through their web browser (intra net or internet), 2. Laserfiche Workflow -Workflow is a powerful business process automation tool that improves productivity, provides rule-based routing, email notifications, activity monitoring and built-in reporting, 3. Laserfiche Mobile -The Laserfiche mobile app allows you to capture, upload, and securely access and work with documents in and outside your Laserfiche repository, Users can download the Mobile app from Google Play, iTunes App Store, or Windows, 4. Laserfiche Forms Essentials -Forms Essentials offers the core features including mapping out processes, designing forms, and basic reporting capabilities, ■ 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 5. Laserfiche Email -Allows users 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 your digital repository, Laserfiche PhotoDocs -Laserfiche PhotoDocs is a tool that enables you to use a digital camera to capture printed text documents and transform them into a digital, searchable format in Laserfiche, You can use PhotoDocs in situations where a scanner might be unavailable or difficult to use, 5 April 9, 2019 Item #5 Page 20 of 27 -;· "'-- LASERFICHE AVANTE PROPOSAL cjcs I I -_-'. ,,:'" ,, , r:::J mag1ng, nc. Your World Class Laserf,che 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 spreadsheets, 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 from Microsoft® SharePoint®. List any part of your Laserfiche repository on a Share Point page. Scan directly to a Laserfiche folder, right from your SharePoint site. Retrieve Laserfiche documents or folders using the SharePoint search box. 7. Laserfich e W eb 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 Laserfich e 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 Lase rfiche Aud it Trail -Audit Trail enables you to track all activities performed in a Laserfiche repository. Track 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 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: 6 April 9, 2019 Item #5 Page 21 of 27 LASERFICHE AVANTE PROPOSAL cjcs I I -?---,.,~'" -- 1 ')-, CJ mag1ng, nc Your World Class Laserf1che Provider D Starter Edition is geared towards basic regulatory compliance for tracking the modification of data stored in the repository, D Standard E_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, !ZI Advanced Edition includes all the features of 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, !ZI Laserfi che W eblink 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 links to custom searches or folders. 181 Lase rfiche Quick Fields -Quick Fields is highiy 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: □ Real-Time Lookup and Validation Package - populates template fields and validates metadata by retrieving data stored in client databases and other applications. D Barcode an d Validation Package -reads a variety of industry standard bar codes horizontally and vertically. 1:8:1 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. □ 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 redaction 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, 7 April 9, 2019 Item #5 Page 22 of 27 .-· ' LASERFICHE AVANTE PROPOSAL LJCS I ' _-h-. --~-I) C mag1ng. nc. Your World Class Laserf1che Provider 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 and ERP systems. La serfiche Connector integrates easily through user-defined hotkeys and embedded icons. D Laserfiche Toolkit (SDK) -The SDK (Software Development Kit) allows your organization to more effectively put content to use by integrating La serfiche with third party applications. Custom solutions can be created using any language with COM support, whi'ch means Web sites, scripts, Windows applications, or anything else compatible with COM libraries, including all .NET languages, can easily communicate w ith the Laserfiche Server. The SDK comes w ith detailed documentation 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 Laserfich e Scan Connect -ScanConnect enables you to use !SIS scanning drivers . A collection of !SIS drivers are included w ith ScanConnect, enabling you to scan using 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 an y !SIS 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 search 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 -Your repository allows information to be organized and accessible from a central location. Information stored in your repository includes your documents and their 8 April 9, 2019 Item #5 Page 23 of 27 LASERFICHE AVANTE PROPOSAL t:""Jcs I , _<:"~-"1·· · CJ mag1ng, nc Your World C lass Laserf1che Provider contents, as well as folders and shortcuts. It also includes annotations, metadata, the folder structure itse lf, 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 - 9 April 9, 2019 Item #5 Page 24 of 27 ~--· . ""'-- LASE RFI CHE AVANTE PROPOSAL LJCS I ' -_-~·--•~"" -,,, ' C mag1ng.nc You r W orld Class Laserf 1ch e Provider Training Training can be provided onsite or remote by ECS trainers using the installed system, and can be scheduled for indivi duals or groups according to their role, Training sessions are developed and tailored specifically to our customer's requirements, On-Site End-User Training 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 w ill be learning: Template Creation and modification, folder design concepts, Laserfiche security setup and administration, database backup, other miscellaneous tips and tricks for the Laserfiche 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 Adm in Training • La serfiche Audit Trail Training • Laserfiche Forms Training • Laserfiche Records Management Training " Laserfiche Quick Fields Training " Integration Training SOK/ LF Connector Support and Maintenance 181 Lase rfiche 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 11 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 B 100% of the purchase price of your current Laserfiche software can be credited to any new product purchase, 181 ECS Priority Support is an optional support plan to the basic Laserfiche Software Assurance Plan (LSAP). Where LSAP offers a response time w ithin 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 day, 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. 10 April 9, 2019 Item #5 Page 25 of 27 LASERFICHE AVANTE PROPOSAL cjcs 1 . ·:-:.-,-.,,,~,, ' 1 ,. C mag1ng, nc. Laserfiche Avante Price List Servers Laserfiche Avante Server for SQL Express with Workflow Laserfiche Avante Server for MS SQL with Workflow Laserfiche Avante Server for Oracle with Workflow Laserfiche Avante Records Management Edition Server for MS SQL with Workflow Laserfiche Avante Records Management Edition Server for Oracle with Workflow Laserfiche Records Management Edition Laserfiche Avante Additional Repository for SQL Express Laserfiche Avante Additional Repository for MS SQL Laserfiche Avante Additional Repository for Oracle User Licenses Laserfiche Named Full User with Web Access, Mobile, Snapshot and Email Laserfiche Forms Authenticated Participants (1-49 users) Laserfiche Forms Authenticated Participants (50-199 users) Laserfiche Forms Authenticated Participants (200-499 users) Laserfiche Forms Authenticated Participants (500-999 users) Laserfiche Forms Authenticated Participants (1,000-1,999 users) Laserfiche Forms Authenticated Participants (2,000-2,999 users) Laserfiche Forms Authenticated Participants (3,000-4,999 users) Laserfiche Forms Authenticated Participants (5,000+ users) Auditing Tools Laserfiche Starter Audit Trail Laserfiche Standard Audit Trail Laserfiche Advanced Audit Trail with Watermark Digital Signatures Laserfiche Digital Signatures Integration Tools Laserfiche Connector Forms Tools Laserfiche Forms -Allows form creation and submission and the ability to participate in routing for all licensed users. Your World Class Laserf1che Provider $1,500 $300 $5,000 $1,000 $10,000 $2,000 $11,000 $2,200 $16,000 $3,200 $6,000 $1,200 $1,000 $200 $1,000 $200 $2,000 $400 $600 $120 $200 $40 $140 $28 $99 $20 $70 $14 $56 $11 $38 $8 $32 $6 $26 $5 $50 $10 $75 $15 $100 $20 $25 $5 $25 $5 $50 $10 11 April 9, 2019 Item #5 Page 26 of 27 LASERFICHE AVANTE PROPOSAL ECS 1m:;i~g~1~c. Your World C lass Laserfiche Provider Desktop-Based Applications These applications are licensed per desktop; you will need one copy of the software for each computer on which it will be installed. Image Capture Tools Laserfiche Import Agent Laserfiche Quick Fields Laserfiche Quick Fields Agent Laserfiche Quick Fields Scripting Kit Laserfiche Auto Stamp/Redaction/Bates Num. Laserfiche Document Classification Laserfiche Forms Alignment Laserfiche Optical Mark Recognition Laserfiche Forms Identification Laserfiche Forms Extractor Laserfiche Forms Combo -Includes Zone OCR and Validation, Document Classification, OMR, Forms Alignment, Form Extractor, Forms Identification. Laserfiche Zone OCR and Validation Package Laserfiche Barcode and Validation Package Laserfiche Real Time Look Up and Validation Package Laserfiche ScanConnect Laserfiche ScanConnect 5 Pack Laserfiche ScanConnect 10 Pack Digital Archiving and Publishing Tools Laserfiche Plus Plug-in These applications are installed on a server and are available to some or all users, client-side. server on which you wish to install it. Web Portals and Distribution Tools Laserfiche Starter Public Portal Laserfiche Standard Public Portal Laserfiche Midsized Public Portal Laserfiche Unlimited Public Portal -Unlimited retrieval connections per processor Laserfiche Unlimited Public Portal for dual processor machine Laserfiche Web Distribution Portal Image Capture Tools Laserfiche Forms Portal Add-on -Allows form submission from unlicensed (public) users. Integration Tools Laserfiche SDK Laserfiche Integration Express for HTE $1,495 $390 $595 $120 $9,995 $2,000 $595 $120 $495 $100 $4,995 $1,000 $2,495 $500 $2,495 $500 $2,495 $500 $2,495 $500 $9,995 $2,000 $2,795 $560 $1,695 $340 $595 $120 $165 $33 $660 $132 $915 $183 $3,795 $1,950 $15,000 $3,000 $25,000 $5,000 $35,000 $7,000 $45,000 $9,000 $50,000 $10,000 $7,995 $1,600 $7,995 $1,600 $2,500 $750 $2,495 $500 12 April 9, 2019 Item #5 Page 27 of 27