HomeMy WebLinkAbout2019-09-17; City Council; Resolution 2019-175RESOLUTION NO. 2019-175
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE
AMENDMENT NO. 1 TO THE AGREEMENT FOR LASERFICHE AVANTE
AND DOCUMENT SCANNING SERVICES ECS IMAGING, INC IN AN
AMOUNT NOT TO EXCEED $515,465 FOR A FOUR-YEAR TERM
WHEREAS, the City Council of the City of Carlsbad, California has determined that it is in
the public interest to amend the April 10, 2019 Agreement for document scanning service and
the acquisition of LaserFiche Avante software with ECS Imaging, Inc. (the "Agreement"); and
WHEREAS, the City of Carlsbad police department currently uses Laserfiche Avante
software for electronic document management; and
WHEREAS, the City of Carlsbad has determined that it is in the public interest to upgrade
the LaserFiche Avante software used by the police department to LaserFische Rio software for
electronic document management and to expand LaserFiche Rio use on a citywide basis; and
WHEREAS, the total cost of the Amendment No. 1 includes software, professional
services, training, and annual maintenance and license fees to upgrade LaserFiche Avante in the
police department and to implement LaserFiche Rio citywide; and
WHEREAS, the City of Carlsbad will exercise the right to use the piggy-back clause of the
competitively bid solicitation made available by the National Cooperative Purchasing Alliance
(NCPA); and
WHEREAS, the City of Carlsbad has sufficient funds in the General Fund Innovation Fund
for the implementation and software for Amendment No. 1 not to exceed $354,815 for Year 1;
and
WHEREAS, the City of Carlsbad will bring forward the annual maintenance and licensing
fee requirements of $53,550 for future years in the annual budget process; and
WHERAS, the City of Carlsbad will also use available funding from the General Fund
Innovation Fund for staff augmentation and contingency in Year 1 of Amendment No. 1 in an
amount not to exceed of $178,313.
September 17, 2019 Item #2 Page 5 of 43
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California,
as follows:
l. That the above recitations are true and correct.
2. That the city manager is hereby authorized to execute Amendment No. 1 to the
Agreement with ECS Imaging for software license and professional services fees
(Attachment A).
3. The amount of the Amendment will not exceed $515,465 for a four-year term. The
city will use the available funds in its General Fund Innovation Fund for the
implementation and software purchase.
4. The amount of city staff augmentation and contingency will not exceed $178,313
for Year 1 of the implementation. The city will use the available funds in its
Innovation Fund for the augmentation and contingency needs.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 17th day of September 2019, by the following vote, to wit:
AYES: Hall, Blackburn, Bhat-Patel, Schumacher, Hamilton.
NAYS: None.
ABSENT: None.
{l ~ Hec+or 6-u/rle z,
BARBARA ENGLESON, City Clerk Dtpu_--lj
(SEAL) C rlj
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September 17, 2019 Item #2 Page 6 of 43
AMENDMENT NO. 1 TO AGREEMENT FOR LASERFICHE AVANTE AND DOCUMENT
SCANNING SERVICES
ECS IMAGING INC.
L Thi~ Amendment No. 1 is entered into and effective as of the \1~ day of ..Jstw ~ , 20 \<\' amending the agreement dated April 10th, 2019
(the "A ement") by and between the City of Carlsbad, a municipal corporation, ("City"), and
ECS Imaging Inc., ("Contractor") (collectively, the "Parties") for document scanning services and
Laserfiche software implementation.
RECITALS
A. The Parties desire to alter the Agreement's scope of work to upgrade the existing
implementation of Laserfiche Avante to Laserfiche Rio; and
B. The Parties desire to extend the Agreement for a period of four (4) years; and
C. The Parties have negotiated and agreed to a supplemental scope of work and fee
schedule, which is attached to and incorporated by this reference as Exhibit "A", Scope of
Services and Fees.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. In addition to those services contained in the Agreement, as may have been
amended from time to time, Contractor will provide those services described in Exhibit "A". With
this Amendment, the total amount of the initial Agreement term shall not exceed five hundred forty
one thousand one hundred thirty nine dollars and eighty cents. ($541,139.80) over a four year
period. If the City elects to extend the agreement, the amount shall not exceed fifty-three
thousand five hundred fifty dollars ($53,550) per Agreement year for Annual Maintenance and
Licensing.
2. City will pay Contractor for those services described in Exhibit "A" a one-time fee
of three hundred fifty four thousand eight hundred fifteen dollars ($354,815) for software, annual
maintenance and professional services for Year 1; and, fifty three thousand five hundred and fifty
dollars ($53,550) for Year 2 through Year 4 annually, for annual maintenance and licensing.
Payment distribution will be made pursuant to the Payment Milestone schedule included in Exhibit
"A".
3. Contractor will complete all work described in Exhibit "A" by April 9th, 2020.
4. All other provisions of the Agreement, as may have been amended from time to
time, will remain in full force and effect.
5. All requisite insurance policies to be maintained by Contractor pursuant to the
Agreement, as may have been amended from time to time, will include coverage for this
Amendment.
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September 17, 2019 Item #2 Page 7 of 43
6. The individuals executing this Amendment and the instruments referenced in it on
behalf of Contractor each represent and warrant that they have the legal power, right and actual
authority to bind Contractor to the terms and conditions of this Amendment.
CONTRACTOR
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By:
ARLSBAD, a municipal
IJ'MfHK>n of the State of California
Cit~ager
ATTEST:
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City Clerk
If required by City, proper notarial acknowledgment of execution by Contractor must be attached.
If a corporation, Agreement must be signed by one corporate officer from each of the following
two groups:
Group A
Chairman,
President, or
Vice-President
Group B
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
::uA ;i~~{(!;orney
Assistant City Attorney
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EXHIBIT "A"
SCOPE OF SERVICES AND FEES
Upgrade the existing implementation of Laserfiche Avante currently used by the City's Police
Department to Laserfiche Rio which will be used as the City's Enterprise Records Management
System.
FEES
One Time Software Costs
SKU Description Unit Price Qty Total
ENF01 Laserfiche Rio Named Full Users (100-199 $700.00 150 $105,000.00
users)
EPLS2 Laserfiche Rio Public Portal for 2 Laserfiche $50,000.00 1 $50,000.00
Servers
TK Laserfiche SOK Toolkit $2,500.00 1 $2,500.00
EFRM Laserfiche Forms Professional Full User (100-$$70.00 150 $10,500
199 users)
EPFRM Laserfiche Forms Portal Add-on $7,995.00 1 $7,995.00
QCX Laserfiche Quick Fields Complete $15,000.00 1 $15,000.00
QFA Laserfiche Quick Fields Agent $10,000.00 1 $10,000.00
IA Laserfiche Import Agent $1,500.00 1 $1,500.00
ECSTE ECS-Laserfiche EnerGov Integration $10,000.00 1 $10,000.00
EENERGOV Laserfiche Keyed Integrator's License -$0 1 $0
EnerGov (25 connections)
Subtotal $212,495.00
Software Trade-in Credit for Trade-in of Avante System
MSE30 Laserfiche Avante Server for MS SQL with $5,000.00 1 ($5,000.00)
Workflow
MNF16 Laserfiche Named Full User w/Web Access, $600.00 10 ($6,000.00)
Snapshot, and Email
MATX16 Laserfiche Advanced Audit Trail with $100.00 10 ($1,000.00)
Watermark
MCA01 Laserfiche Import Agent $1,495.00 1 ($1,495.00)
MCQ01 Laserfiche Quick Fields $595.00 1 ($595.00)
MCQC3 Laserfiche Quick Fields Zone OCR and $2,795.00 1 ($2,795.00)
Validation Package
MPPS Laserfiche Standard Public Portal (25 retrieval $25,000.00 1 ($25,000.00)
user licenses)
Software Trade-in Credit Subtotal ($41,885.00)
Total One-Time Software Costs $170,610.00
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One Time Professional Services Costs
SKU Description Unit Price Quantity Total
ECSCI ECS Install, Configuration, Consulting, & $1,800.00 5 $9,000.00
Project Management Services
ECST ECS Training Services $1,800.00 2 $3,600.00
ECSCI ECS Consulting Services $1,800.00 43 $77,400.00
ECSC ECS Data Conversion Services $47,000.00 1 $47,000.00
Total One Time Professional Services Costs $137,000.00
Total One Time Costs $307,610.00
Annual Maintenance and Licensing
ENF01B Laserfiche Rio Named Full Users (100-$140.00 150 $21,000.00
199 users) LSAP
EPLS2B Laserfiche Rio Public Portal for 2 $10,000.00 1 $10,000.00
Laserfiche Servers LSAP
TKB Laserfiche SOK Toolkit LSAP $750.00 1 $750.00
EFRMB Laserfiche Forms Professional Full User $14.00 150 $2,100
(100-199 users) LSAP
EPFRMB Laserfiche Forms Portal Add-on LSAP $1,600.00 1 $1,600.00
QCXB Laserfiche Quick Fields Complete LSAP $3,000.00 1 $3,000.00
QFAB Laserfiche Quick Fields Agent LSAP $2,000.00 1 $2,000.00
IAB Laserfiche Import Agent LSAP $300.00 1 $300.00
ECSTEB ECS-Laserfiche EnerGov Integration $2,000.00 1 $2,000.00
EENERGOV Laserfiche Keyed Integrator's License -$3,000.00 1 $3,000.00
EnerGov (25 connections)
ECS50 *ECS Priority Support -50 Hours $7,500.00 1 $7,500.00
EDCSIB Laserfiche DocuSign Integration $300.00 1 $300.00
Total Annual Maintenance Costs $53,550.00
Sub Total Year One Costs (One Time Software, Professional Services and $361,160.00
Annual Maintenance and Licensing)
Discount (Based on NCPA Government Contract #11-25) ($6,345.00)
Total Year One Costs $354,815;00
Ongoing Yearl~ Cost $53,550;00
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Payment Milestone Schedule
Milestone Description Amount
Amendment Signing Project Initiation & Planning $21,600
12 Days of Services
Setup/Installation of Test One Time Licensing & 1st $202,815
System Year Maintenance Costs w/
Discount
Data Conversion Initiation 50% of Conversion Services $23,500
Data Conversion Delivery 50% of Conversion Services $23,500
Purchase Order Workflow 7 Days of Services $12,600
Process w/ DocuSign
Integration
Tyler EnerGov Integration & ECS & Laserfiche Keyed $18,600
Licensing Project Initiation Integration Licenses and 2
Days of Services
Retention Schedule 3 Days of Services $5,400
Configuration
Agenda Management 5 Days of Services $9,000
Workflow
OCTA Single Sign On 1 Day of Services $1,800
Remaining Services and 20 Days (160 Hours) Billed on $36,000
Training as Utilized a Monthly Basis
Modules/Functionality included with Laserfiche Rio Enterprise License
The following modules/functionality will be included with the City's license of Laserfiche Rio and
will be installed and configured in the City's Test, Stage and Production Laserfiche
environments:
1. Unlimited Servers and Repositories
Un limited repositories and servers provides for development, testing, staging, and
production environments. Includes a built-in OCR engine for text searching
2. Laserfiche Web Access Client
Provides city staff the ability to search, retrieve, and work on documents within the
Laserfiche repository through their web browser
3. Laserfiche Mobile
Provides city staff the ability to capture, upload, and securely access and work with
documents in and outside the City's Laserfiche repository. The mobile app can be
downloaded from Google Play, iTunes App Store, or Windows.
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4. Laserfiche Workflow
Business process automation tool that provides rule-based routing, email notifications,
activity monitoring and built-in reporting.
5. Laserfiche Forms Essentials
Offers core features including mapping out processes, designing forms, and basic
reporting capabilities. Provides the ability to:
• Build forms and business processes
• View an operational dashboard to quickly and easily view information on
a process
• View reports on process instances, tasks, and process data
• Organize and route tasks to other users
• Direct approval through email
6. Laserfiche Advanced Audit Trail
Enables the ability to track all activities performed in a Laserfiche repository including all
actions in the system from Log-in to Log-off. The tracked information is stored in log files
that Audit Trail uses to generate reports. Combined with other aspects of the Laserfiche
system, auditing not only helps to show compliance with legal regulations, but also
contributes to the security of the Laserfiche repository.
Laserfiche Audit Trail Reporting is a Web application that enables the ability to view,
filter, and export audit data stored in binary log files. It provides the ability to create
reports to analyze audit data, view the information as a chart, filter it to include only
relevant information, and export the data for use in spreadsheet programs such as
Microsoft Excel.
7. Laserfiche Digital Signatures
Provides the ability to automatically sign and validate documents as they are created,
reviewed and archived without leaving the Laserfiche environment. Digital signatures are
a form of electronic signatures that act like a digital notary to your electronic assets,
allowing you to verify the condition of your documents for the duration of their lifecycle.
8. Laserfiche Discussions
Internal website where City staff can collaborate, share ideas, and learn. City staff can
start discussions or ask questions for the entire user community, or they can create
content within organization wide or private groups.
9. Laserfiche Federated Search
Web application that allows searches across multiple repositories at the same time.
Administrators can configure Federated Search to search across any or all of the
repositories at their site, including repositories that are not hosted on the same
Laserfiche Server. This allows City staff who work in multiple repositories, or who are not
sure which repository stores a particular piece of information, to quickly find documents
in any repository.
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10. Laserfiche Distributed Computing Cluster
Allows the distribute the processing work for Laserfiche applications like Workflow and
Web Access onto one or more machines dedicated to performing that work. As a result,
Laserfiche applications are able to add features that require significant resources without
increased load on the server.
11 . Laserfiche Directory Server
License management server for Laserfiche Rio. With Laserfiche Rio, City staff will
administer licenses using the Directory Server application, which allows the generation
of individual application licenses, allocation of named users, and otherwise manage the
City Laserfiche installation.
12. Laserfiche Email, Snapshot, and PhotoDocs
Laserfiche Email will allow City staff to send documents stored in the Laserfiche
repository to internal and external recipients. Laserfiche Snapshot -Converts electronic
documents into TIFF images and imports them into the City's digital repository.
Laserfiche PhotoDocs -Laserfiche PhotoDocs is a tool that enables City staff to use a
digital camera to capture printed text documents and transform them into a digital,
searchable format in Laserfiche. City staff can use PhotoDocs in situations where a
scanner might be unavailable or difficult to use.
13. MS Office and SharePoint Integration
Allows city staff to take advantage of Laserfiche features when working with Microsoft
Word documents, Excel spreadsheets, PowerPoint presentations, and Outlook
messages in their native Microsoft Office applications. With Office Integration, files can
be quickly saved to Laserfiche directly from Office applications or Office documents
already in a Laserfiche repository can be updated.
SharePoint Integration allows Laserfiche repository documents to be accessed from
Microsoft® SharePoint®. Any part of a Laserfiche repository can be listed on a
SharePoint page. Scan directly to a Laserfiche folder, right from City's SharePoint site.
Retrieve Laserfiche documents or folders using the SharePoint search box
14. Laserfiche Web Administration Console
Administrative tool that provides secure access to Laserfiche repository for authorized
City staff via an Internet browser. Administrators can work in their repositories from
anywhere, including remote sites, client computers, and even mobile devices, easily and
securely.
15. Laserfiche Client Based View ESRI GIS Integration
ESRI ArcGIS integration that allows the addition different GIS maps and layers to the
Laserfiche view. Laserfiche also has the ability to search for documents on a map within
a customizable radius through a GeoTag field. The Geo Tag field contains the
coordinates applied to that document which is what enables the radius search.
Additional Laserfiche Users Licenses/Software Modules
The following additional user licenses/software modules will be included with the City's license
of Laserfiche Rio and will be installed and configured in the City's Test, Stage and Production
Laserfiche environments:
1. Laserfiche Forms Professional
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Provides full access to all functionality within Forms for all the Rio named users. Build
web forms in minutes. Laserfiche Forms allows the ability to easily and quickly create
electronic fillable forms with simple drag and drop that can be published on intranets or
public websites with no coding or scripting required. Capture information and process it
quickly to ensure information is accessible to authorized employees throughout your
organization. Laserfiche Forms Professional provides: Database lookups, Performance
Dashboard, Enhanced Reporting including charts and graphs, Payment Gateway, and
Geotagging.
2. Laserfiche Forms Portal
Extends the functionality of the City's Laserfiche Forms application to publicly available
forms that can be completed and submitted online anonymously, meaning users do not
need to login in order to complete and submit a form.
3. Laserfiche Quick Fields
Customizable data capture solution that automatically captures critical information from
paper, electronic documents, and databases then organizes it for fast retrieval. Include
the Quick Fields complete option which includes:
• Document Classification
• Forms Processing
• Bates Numbering
• Zone OCR
• Real-Time Lookup
• Pattern Matching
• Bar Code Plug-In
4. Laserfiche Quick Fields Agent
Allows the ability to schedule Quick Fields sessions and have them run unattended. By
scheduling when document processing occurs, the City can use network resources at
non-peak hours. Quick Fields Agent keeps track of all scheduled sessions and reports
on the results of schedules that have run .
5. Laserfiche Import Agent
Agent that can automatically retrieve files stored in a Windows folder and import them
into a Laserfiche repository allowing numerous image capture devices (multi-function
copier/scanners, network fax server, etc.) to work with Laserfiche. Automatically assign
user-defined document templates, auto-populate index fields and create unique
document names. Also provides the ability to schedule Import Agent to import
documents during off-peak hours.
6. Laserfiche Toolkit (SOK)
Allows the City to more effectively put content to use by integrating Laserfiche with third
party applications. Custom solutions can be created using any language with COM
support, which means Web sites, scripts, Windows applications, or anything else
compatible with COM libraries, including all .NET languages, can easily communicate
with the Laserfiche Server. The SOK comes with detailed documentation that includes
tutorials and sample source code in C# and Visual Basic .NET.
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Interfaces
The following interfaces will be installed and configured in the City's Test, Stage and Production
Laserfiche environments:
EnerGov
Automate the process for sending documents from EnerGov to LaserFiche repositories per
processes identified during the requirement and design steps of the implementation. This
interface will offer the following features/options:
• The ability to synchronize index information of a document
o If a document record's index information in EnerGov is updated, the integration
will automatically update the index information in Laserfiche.
• The ability to synchronize the deletion of a document
o If a document record in EnerGov is removed, the integration can also remove the
document from Laserfiche.
• The ability to access related documents in Laserfiche from Tyler EnerGov
• Direct integration using the EnerGov API and the Laserfiche API
o A direct integration reduces issues with compatibility and long-term stability
upgrading either EnerGov or Laserfiche systems.
ESRI GIS Dynamic Search URL's
Using the Laserfiche Web Client or Laserfiche Weblink client, dynamic search URL's will be
configured to use parameters that are defined by a GIS selection. These parameters will be
used to automatically input search criteria into a URL which is passed to Laserfiche. Laserfiche
will then open with search results based on the GIS parameters.
DocuSign
Provides document signing automation from within Laserfiche. Allows documents to be sent out
for signature from within Laserfiche or via Laserfiche workflow. Also provides the ability to
import signed documents from Docusign into Laserfiche including meta data captured during the
Docusign process.
OKTA
Provide Sigle Sign On (SSO) functionality
Support and Maintenance
Laserfiche Support Assurance Plan (LSAP)
The LSAP includes the following:
• Free copies of Software Version Updates.
• All hotfixes, updates and patches.
• 24/7 access to the Laserfiche Support Site and Laserfiche Answers.
• Comprehensive training opportunities are available including quarterly Regional Training
and the annual Laserfiche Institute Conference
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• 100% of the purchase price of your current Laserfiche software can be credited to any
new product purchase.
Priority Support
1. Software Maintenance/Priority Support Services: Based on the software provided as
part of this Agreement or applicable Invoice, Contractor will supply the following software
maintenance/support services:
(a) Contractor shall provide all necessary telephone support for reporting and resolving
problems with the software products covered by this Agreement and shall be
available to receive notification by the City of any software problem.
(b) Unlimited support is available phone or via E-mail during Regular Business Hours,
defined as the hours between 7:30 a.m. and 5:00 p.m. PST, Monday through Friday
(excluding Contractor company holidays). Contractor agrees to use reasonable
efforts to respond to the City's service request within two (2) hours of receipt of
notification. Contractor shall first attempt to diagnose the reported problem via
telephone and/or e-mail. If the reported problem is not resolved via telephone and/or
e-mail, Contractor shall arrange for a system engineer to visit the City's site during
Contractor's Regular Business Hours.
(c) The City has purchased a fixed number of Priority Support Hours per year as defined
in this Agreement for support services. This support includes hours on site and/or
remotely to update Laserfiche system with new releases, updates, fixes,
enhancements, assistance in future planning of Laserfiche products, consulting,
project management and additional training. When working through a problem via
phone and the resolution requires additional effort, Contractor will schedule to be on-
site within the next business day. Up to half of the hours can be utilized for a major
release. Priority Support Hours will be debited when Contractor performs on-site
support, on-site and remote upgrades, and post go live on-site training. When Priority
Support Hours are used for on-site activities, onsite time is calculated for time onsite
only to the nearest hour with a 2-4 hour minimum. Scheduled After-Hours Support,
defined as any time-period outside of Contractor's Regular Business Hours, is
available and the City will be debited double the total number of Priority Support
Hours used for After-Hours Support. Additional support hours may be purchased at a
rate of $150/hour.
(d) Priority support also includes:
• Two free admissions to the Contractor's Annual Customer Conference
• Free admission to Quarterly User Group meetings
• Monthly E-Newsletter
Professional Services:
Professional services include the following:
Data Conversion Services
• Migration and data conversion of the approximately 800GB of records and meta-data
contained in the City's existing Hewlett Packard Records Management System.
Conversion will include:
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o Migration of document retention
o Text extraction
o 12 data types
• Three separate data conversions will take place
o Initial data conversion to the City's Test environment
o Second data conversion to the City's Stage environment
■ This data conversion will validate that any issues identified in the
initial conversion have been resolved.
o Go Live data conversion to City's Production environment
Consulting Services
• 2 days for keyed integrator license for EnerGov integration
• 1 day to configure Dynamic Search URLs for GIS
• 1 day to configure integration with OKTA SSO
• 2 days to configure integration with Docusign
• 5 days dedicated to Purchase Order workflow process including integration with
DocuSign which may include the additional information for a watch folder.
• 5 days dedicated to identifying requirements for and building a solution for agenda
management.
• 3 days to setup the retention policy with approximately 10 different retention
schedules.
• 24 days that can be utilized for Workflow or Forms development.
Install Configuration, Consulting & Project Management Services
• Project management services in coordination with the City's Project Manager using
the following methodology:
o Step I: Requirements Analysis -Gather and Confirm All Requirements for a
Successful Implementation
Perform a thorough requirements analysis which involves a re-examination of
the documents that will be captured, the processes that will be automated
and the way City staff will use and interact with the documents once they
have been digitized. During the requirements analysis, important design
factors such as security, access and retention requirements will be examined
and documented.
Deliverable: Approved Software Requirements Specification that includes:
■ Business process
■ Business requirements
■ Use cases
■ Functional requirements
■ Data requirements
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• Non-functional requirements
o Step 2: Planning -Define the Formal Work Plan, Checkpoints and Milestones
for the Project
The formal work plan will serve as the master schedule by which progress is
measured. The work plan will include all project-related tasks, as well as all
required resources. The published work plan will also be used to track all
project-related activities and generate scheduled and ad hoc progress
reports. No work on the project will begin until a mutually-accepted work plan
has been developed.
Deliverable: Detailed Project Work Plan
o Step 3: Design -Design Every Aspect of the System in a Design
Specification Document
System specifications will be developed to meet the needs outlined in the
requirements analysis. These specifications will be submitted for approval
before the build process begins and will include all of the items detailed in the
Modules/Functionality included with Laserfiche Rio Enterprise License, the
Additional Laserfiche Users Licenses/Software Modules and the Interface
sections of this agreement.
Deliverable: Software Design Specification that includes:
• Screen flows
• Screen designs
• Form and letters design
• Report designs
• Logical data model
• Physical data model
• User roles
• Security model
• Data mapping
• Detailed system interface designs
o Step 4: Build -Build the Application According to the Design Specification
The test environment will be built according to the approved specifications.
Any changes that need to be made will be made to the specification and
agreed upon before they are implemented . During this step, initial data
conversion will be completed.
Deliverable: Fully built and functional test environment
o Step 5: Test -Test the Application for Functionality, Performance and
Design, according to the Specification
Deliverable: Defect Tracking List
o Step 6: Revise -Revise the Application per Testing Results and Conform to
Design Specification
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Based on test results, there may be functional or performance issues that
require modifications to hardware or software components to address.
System modifications will require the approval of an appended specification
before they are made. This step also includes the second data conversion.
Deliverable: Modified Software Design Specification
o Step 7: Rollout -Build the production system according to the appended
design specification, launch the Application, Supported with Communication,
Training and Service
The system will be rolled out based on a defined plan. All rollout activities,
such as pilot testing, change management activities and training will be
coordinated to ensure a smooth transition to the new system.
Deliverables: Training Plan, Cutover Plan
• Installation and configuration of the Laserfiche Rio components identified in the
Modules/Functionality included with Laserfiche Rio Enterprise License and Additional
Laserfiche Users Licenses/Software Modules sections above on on-premise servers
for a test and production environment.
Training:
Contractor will provide onsite training to include:
1. On-Site Power User Training
Hands-on training that covers:
• Workflow admin
• Forms
• Quick Fields
• Audit Trail
• Records management
• Integrations/SOK
2. On-Site End User Training
Hands-on training that covers:
• Annotations
• Customizing the document viewer
• Document metadata
• Folder browsing
• Working with electronic documents
• Searching
• Importing documents
• Exporting documents
• Printing documents
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• Snapshot
3. On-Site System Administrator Training
System Administrator training will provide a comprehensive overview of the Laserfiche
system and will include a detailed review of each component. The training will cover:
• Template creation/modification
• Folder design concepts
• Security setup and administration.
• Database backup
• Tips & Tricks for system administration
• Volume management
• Other products/plug-ins
• Common problems and resolutions
System Acceptance
During system testing, any issues that are identified will be classified with a severity level:
• Severity 1, or Critical, defects include issues that result in degraded system performance
beyond stated performance criteria, deny access to functionality, and/or corrupt data or
display data incorrectly.
• Severity 2, or Major, defects include issues that prevent a user from correctly completing
a task in the system, but can be managed by a workaround, and/or issues that promote
data errors or reduce data quality substantially.
• Severity 3, or Minor, defects include issues that interfere with, but do not prevent a user
from performing normal tasks. These are frequently usability or performance issues or
defects that cannot be reliably reproduced. These can also be issues that represent an
inaccuracy in the application but have no impact on functionality or performance, such
as spelling errors, inconsistent fonts, etc.
The system will be deemed accepted when the City is live in the Laserfiche production
environment for 30 days with zero severity 1 defects and any outstanding severity 2 defects
have an acceptable/suitable workaround.
City Attorney Approved Version 9/27/16
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