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HomeMy WebLinkAboutRes 12-32 Authorizing a Contract with Municipal Code Corporation for Laserfiche and Records Management SoftwareTOWN OF WESTLAKE RESOLUTION NO. 12-32 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH MUNICIPAL CODE CORPORATION (MCCi) FOR LASERFICHE MANAGEMENT SOFTWARE SERVICES AND RECORDS MANAGEMENT MODULE. WHEREAS, the Town of Westlake desires to manage municipal records in efficient manner; and WHEREAS, the installation of this software will improve the Town's current records management process, decrease storage, ensure retention and archival process, reduce destruction costs and will improve the efficiency of records retrieval for the general public; and WHEREAS, the Town of Westlake is in compliance with procurement procedures and receiving the best pricing using the State of Texas Department of Information Resources ("DIR') pricing through DIR Contract No. DIR-SDD-980; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the public. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: That all matters stated in the Recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: The Town Council of the Town of Westlake hereby approves the contract with Municipal Code Corporation (MCCi) in the amount of $52,470.61, for the Laserfiche software services including the Record Management module, attached as Exhibit "A", and further authorizes the Town Manager to execute the agreement on behalf of the Town of Westlake, Texas. SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 12-32 Page 1 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 22nd DAY OF OCTOBER 2012. ATTEST: Kelly #dwardTown Secretary APPROVED AS TO L. Attorney Laura L. Wheat, Mayor ii+l f TTiomas E. 13 11., m Resolution 12-32 Page 2 of 2 CORPORATE OFFICE Sales Department PO Box 2235 • Tallahassee, Florida 32316 (800) 342-2633 + FAX (850) 701-0715 October 1, 2012 Ms. Kelly Edwards Town Secretary 3 Village Circle Ste. 207 Westlake, TX 76262 Dear Ms. Edwards: k ' C' E;<pc;rlericeExce'Ience Municipal Code Corporation RUSSELL HADDOCK Senior Account Executive (TX, LA, OK, M©, CO, NM, and KS) 7940 Park Ridge Drive Fort Worth, TX 76137 (817) 788-1102 • rhaddock@mccinnovations.com I enjoyed speaking with you recently regarding the Laserfiche software and services. Pursuant to our discussion we are pleased to enclose our Professional Services Proposal. While reviewing the proposal please keep in mind the following advantages of being a IVICCi customer: Leading Provider — For the past four years, MCC! was ranked as the #1 Laserfiche VAR in the United States. Y Professional Certifications — MCCi's staff is well-trained and holds multiple certifications in security, HIPPA, Laserfiche Certified Professionals, and CDIA+ to give you the peace of mind that we are simply the best at what we do. ? Government Focus- MCCi was created by Municipal Code Corporation to focus on innovative technologies for Government. MCCi provides Laserfiche software and services to more than 350 government entities including Cities, Counties, State Agencies, Special Districts, and more. Specialization in Enterprise Solutions- Our Project Managers provide implementation and training services to help make your solution an Enterprise -wide deployment. We work with you on your initial project plan knowing that one day Laserfiche will be used across the entire organization. This methodology helps you plan to meet this goal in your time frame whether it be an immediate objective or part of a multi-year plan. Superior support- MCCi utilizes a multi -layered support team geared towards offering each client multiple contacts to enhance the usage of every product implemented. We offer support through our help desk, email, and toll free number, and also have an online support center that gives end users access to training manuals, "how to" checklists, training videos, a knowledge base, and software updates. The right resources at the right time- Whether it is integration, scanning and indexing services, an electronic forms solution, etc., MCCi has additional solutions that are complimentary to Laserfiche, while allowing you to work through one vendor for best of breed solutions. If you have any questions concerning our proposal or desire additional information, please do not hesitate to contact me on our toll-free number. We appreciate your interest and hope that we will have the pleasure of working with you and serving the City of Westlake. Sincerely, Russell Haddock Senior Account Executive 11 Res 12-32 Executive Summary Laserfiche has been a resource for over 21,000 organizations since 1987. Laserfiche creates elegant document management solutions that help organizations run smarter. Their dedication to customer - driven innovations has built a suite of products and services that address organization -wide business problems from executive, records management, and information technology and end-user perspectives. Laserfiche is a unified solution that manages all your organization's documents and records, regardless of location or media. Laserfiche strikes a balance between security and accessibility, protecting information while providing efficient access to keep staff working at maximum productivity. Please keep in mind the following competitive advantages of Laserfiche: 21 Digital Archiving- Digital archiving is the storage of paper and electronic documents in accessible electronic media with long-term preservation capability. It is cost effective because it saves physical storage space and it cuts media maintenance costs. Original documents can be stored off-site or destroyed as necessary. This simplifies the disaster recovery process by allowing you to backup documents on digital media and store them off-site. Business Process Automation — Laserfiche's Workflow functionality utilizes the Microsoft Windows Workflow Foundation and allows for automating approval processes, document routing, providing additional integration options, and much more. Records Management — Laserfiche's Records Management Edition meets the Department of Defense (DoD) standards, and augments traditional ECM functionality by adding Records Management tools to manage retention, disposition, vital records, and much more. Comprehensive Security- Laserfiche Comprehensive Security allows you to control the security of your documents on many levels. You determine what functions, such as scanning and printing, each staff member may use. Security features are easy to administer, records managers can administer most security functions without IT staff assistance. User Friendly- Laserfiche is very easy to learn and use. It has a folder tree structure similar to Windows Explorer to make it easy to use. Your office can begin to scan and retrieve documents almost immediately after installation. Intelligent Search- Laserfiche lets you search your documents based upon full -text search, index search, and document and folder name searches. The Laserfiche full -text search unlocks the contents of your documents; if you need to find a word or phrase within a document, the full -text search retrieves it immediately. There is no other imaging software that allows you this many searching possibilities. Web Access- Laserfiche allows you to publish your documents on the web with our WebLink software. You decide which documents you want published and WebLink publishes them on the web without having to use HTML programming. Users can then search the site to find the information they need using the Intelligent Search feature. Integration- Laserfiche is able to integrate with current software and hardware on existing systems. Service- Laserfiche understands the importance of a thorough support service. From technical help to the latest document imaging news, Laserfiche is dedicated to forming a lasting, complete service relationship. Should you need technical assistance; a qualified professional will be available to help you. Res 12-32 ICC STATEMENT OF WORK Product Description: ECM SOFTWARE LICENSING FOR AVANTE Q Avante Server for SQL Express Q ImageSign for Laserfiche - Starter Utilizes Topaz Signature Devices to capture and place movable/sizable signatures on an image. Q LF Records Management Module Q LF Full Named User Includes Snapshot, Email, and Workflow Q LF Standard Audit Trail, 15% Add On to All Named Users [Jf Import Agent LF Workflow ECM Software Licensing Total BATCH PROCESSING MODULES FOR AVANTE Quckfields is licenses per machine 0 Quickfields [v Zone OCR and Validation Package Includes Zone OCR and Pattern Matching [✓ Real Time Look Up and Validation Package Includes Real Time took Up and Pattern Matching Batch Process Modules Total 3rd PARTY INTEGRATION TOOLS Q Data Now Affinity Integration (11 to 25 users) Integration Tools Total ANNUAL SOFTWARE SUPPORT -PREMIUM LSAT' 0 Avante Server for SQL Express 0 ImageSign for Laserfiche - Starter SAP Utilizes Topaz Signature Devices to capture and place movable/sizable signatures on an image. 2[ LF Records Management Module 0 LF Full Named User Includes Snapshot Email, and Workflow 21 LF Standard Audit Trail, 15% Add On to All Named Users 21 Import Agent 31 Qty. Cost OIR-5DD-980 1 $1,500.00 $1,409.55 1 $3,000.00 $2,819.10 1 14 14 1 1 $6,000.00 $500.00 $75.00 $1,495.00 Included $5,638.20 $469.85 $70.48 $1,404.85 1 $595.00 $559.12 1 $2,795.00 $2,626.46 1 $595.00 $559.12 1 $2,500.00 $2,500.00 1 $450.00 $405.00 1 $630.00 $567.00 Laserfiche Avante Total $1,409.55 $2,819.10 $5,638.20 $6,577.90 $986.69 $1,404.85 Included $18,836.29 $559.12 $2,626.46 $559.12 $3,744.70 $2,500.00 $2,500.00 $405.00 $567.00 1 $1,800.00 $1,620.00 $1,620.00 14 $150.00 $135.00 $1,890.00 14 $22.50 $20.25 $283.50 1 $448.00 $403.20 $403.20 Res 12-32 El LF Workflow 1 Included Included R1 Quickfields 1 $180.00 $162.00 $162.00 R1 Zone OCR and Validation Package 1 $838.00 $754.20 $754.20 Includes Zone OCR and Pattern Matching R1 Real Time Look Up and Validation Package 1 $178.00 $160.20 $160.20 Includes Real Time Look Up and Pattern Matching 21 Data Now Affinity Integration (11 to 25 users) 1 $500.00 $500.00 $500.00 Managed Services for Affinity 1 $562.50 $562.50 $562.50 Managed Services for Laserfiche - Avante Express 1 $1,125.00 $1,125.00 $1,125.00 Training Center 10 - 24 Users 1 $1,620.00 $1,620.00 $1,620.00 [� MCC! Service Level Agreement 1 $1,349.02 Annual Support Total $11,401.62 For budgetary purposes, the Client should include $11,401.62 in annual budget for renewal of LSAP, Managed Services, and the Training Center for the software quoted above. MCCi PROFESSIONAL SERVICES Records Management Module Training 2 $2,100.00 $1,932.00 $3,864.00 [J� Basic Onsite Training of software, per day 2 $2,100.00 $1,932.00 $3,864.00 Workflow training and installation excluded. Travel expenses included. [ Affinity Set Up and Configuration, per application 1 $2,500.00 $2,300.00 $2,300.00 Q Quickfields Session Configuration, per session 1 $500.00 $460.00 $460.00 .7 MCCi Project Management Services 1 $5,500.00 Professional Services Total $15,988.00 Total Project Cost $52,470.61 PAYMENT & BILLING TERMS MCCi will invoice fifty percent (50%) of the total contract amount upon receipt of the signed contract. Balance of total project will be invoiced upon completion of the proposed professional services, but may be broken up based on completion date of specific services. Sales tax will be included where applicable. Payment will be due upon receipt of an invoice. 41 Res 12-32 MCC! STANDARD SERVICES To determine which services and products are included with your project, ;Tease refer to the Statement of Work above. MCCi prides itself in providing high quality professional services and support. Providing the most advanced level of tech support via the web, e-mail and phone, you can rest assured that MCCi will provide you with profession installation, training and support services. Our clients can rely on us to provide a continual flow of information through our technical bulletins and newsletters. MCCI PROJLCT MANAGEMENT SERVICES MCCi Project Managers are CDIA-certifled and Laserfiche certified. The CDIA (Certified Document Imaging Architect) is awarded after a comprehensive and rigorous exam focused on a broad spectrum of document and records management objectives. There are multiple Laserfiche Certifications and MCCi focuses on maintaining all of them. MCCi Project Managers administer these services and concentrate on defining business requirements and the deliverables that follow. The MCCi Project Manager will work with the client's point of contact to put together a project plan that clearly defines the scope of services of the Project Management services. These services are included to ensure the Client is prepared for the final project implementation. Implementation Client Consultation - The assigned MCCi Project Manager will perform a remote pre -installation solution development plan including configuration of security rules for the Client prior to installation and training. This consultation will include a review of current document organization and retrieval practices to determine desired indexing methods, as well as other basic system set up needs. Once this information has been gathered and provided to the MCCi project manager, the basic folder structure, document naming scheme, scheme, and template set-up will be configured prior to onsite training. Remote Installation and Configuration- Software installation and configuration may occur remotely as part of the Project Management services to ensure the onsite time purchased is focused on the direct objective. Please refer to the statement of work to determine if the onsite time will include installation and configuration. Remote Training- Project Management services may be utilized for training administrators or users remotely if not providing onsite training. Please refer to the statement of work to determine the training model quoted. 51 Res 12-32 LASERFICHE BASE SOFTWARE TRAINING SERVICES The client is provided with either instructor -led hands-on training or train -the -trainer training in the operation of the Laserfiche Software and Plug -ins, and the scope of all training services to be performed is notated in the Statement of Work. These services will be provided onsite or remote, please refer to the Statement of Work to determine which has been quoted. Below are some sample outlines based on user -roles and system modules: System Administration Training Client and Server Installation Procedure Users and Groups — Active Directory Security Templates Tags Document Relationships Records Management Volumes System settings Back up Procedures Troubleshooting Procedures Technical Support Overview Full User Training Introduction to 'Laserfiche Folders and the Folder Browser Scanning and Importing OCR and Full Text Indexing Document Display Index Card/Templates Document Retrieval by Index Fields or Text (Searching) Annotations Extracting a Document from Laserfiche Briefcasing and Migrating Documents Customize Laserfiche Volumes Security Advanced Features — Plug -ins Res 12-32 MCO ADVANCED IMPLEMENTATION SERVICES *The following services listed have been included in your Statement of Work based on the recommendation of your Account Executive. Please consult with them for any questions_ RECORDS MANAGEMENT MODULE TRAINING * Please note that client should have full knowledge of internal records management policies and have prior experience in records management. This training will be quoted for clients with the Records Management functionality of Laserfiche. Please refer to your Statement of Work to determine if this is included. Record Series Record Folders Document Links Versioning Security Tags Vital records Cutoff criteria Cutoff eligibility Retention Period Disposition Actions Hold Period Time Dispositions Event Dispositions Interim Transfers Final Disposition Destruction Permanent Records Accession Freezing Admin Console Setup for Records Management Cycle Definitions Setup Locations Setup Retention Schedules Setup Cutoff Instructions Setup 71 Res 12-32 AFFINITY iNTEGRATION CONFIGURATION & TRAINING Includes: - Configuration of integration for up to one department within one application - "Train the trainer" to empower the client to configure other integrations - All services are conducted remotely, unless an MCCi representative is onsite for other implementation needs and onsite time permits Client Deliverables Application to be integrated with must meet Affinity requirements o http://www.affinityintegrations.com/requirements.aspx Testing — A test copy of Affinity is available prior to purchase. Client is responsible for testing to make sure needs are met prior to purchase Assistance in defining the Measurement of Success (MOS) IT resources - Appointment of Affinity Administrator Laserfiche metadata requirements MCCi Deliverables Install and integrate Data Now Affinity within current Laserfiche system environment pursuant to the Affinity requirements Assistance in configuring integration for up to one department within one application o At a minimum, if certain data fields cannot be mapped, MCCi will set up Affinity as an image enablement toolbar MCCi project manager to assist with defining the MOS Affinity integration configuration based on defined MOS Define Laserfiche metadata structure to support the specified integration Define Laserfiche security to support the integration Project Management services up until MOS is met Managed Services for up to 30 days past MOS Affinity Administrator Training Measurement of Success (MOS): Based on MCCi's experience, a pre -requisite for providing and/or receiving consulting services is to jointly define an attainable MOS. The MOS is intended to address the desired outcome of the Affinity integration configuration and will be based primarily on the type and capabilities of the application to be integrated with, along with how related data should be organized in the Laserfiche system. Ell Res 12-32 SOFTWARE DP SCRIPTIONS To determine which products are included with your project, please refer to the Statement of Work LASERFICHE AVANTE Laserfiche Avante solution is a named user model and starts out with a feature rich system that is based on the number of people who will be using the system. It is designed for small to mid-size organizations and helps you capture, manage, distribute, and work with information in diverse working environments. Avante comes with Laserfiche Workflow and allows your organization to move beyond simple document routing to automate everyday tasks, optimize business processes, and share information with a wide variety of applications. Avante systems allow you to choose from multiple database platforms and incrementally expand the system with records management edition and other plug -ins such as Auditing, Web Access, Digital Signatures, and Batch Processing. The Laserfiche Avante pricing structure makes it simple and affordable to add new features and functionality to your Laserfiche system as your needs change. LASERFICHE RIO MCCi recommends the Laserfiche RIO solution for Enterprise clients that have a large volume of users, as well as the need for test environments and multiple servers/repositories. RIO and each RIO license comes coupled with Workflow, Web Access, Mobile Access, Snapshot, Email, Digital Signatures, and Advanced Audit Trail. This licensing structure makes it much easier on IT administration, especially when dealing with a large user base. In addition, RIO supports an unlimited number of application servers, as well as repositories, making it well suited for expansion and testing needs. RIO can connect either to MSSQL or Oracle for the backend database, and of course many of the same optional Laserfiche modules such as the Records Management, Batch Processing and Weblink Public Portal licenses are available with RIO. Feature Avante Rio Comments Database SQL Express, SQL, be purchased. Application SQL, Oracle Options Oracle Unlimited Retrieval Named - - Concurrent Public Portal (Weblink) Public Portal (Weblink) Users -- Avante: Up to 14 additional (for a total of 15) Up 15 per Application I 'Includes Workflow, Email and Snapshot for Full Named 1 RIO: Each Application Server can have up to 15 Unlimited 25 - Unlimited Avante; Includes Workflow, Email, Snapshot, Users Repositories attached. RIO allows for an Web Access and Advanced Audit Trail for Rio. Retrieval n/a 200 - Unlimited Includes Email capability. Minimum of 200 must Named Users be purchased. Application Servers 1 Unlimited User License Named Named Model Avante: Up to 14 additional (for a total of 15) Up 15 per Application Repositories can be added at an additional cost. Repositories 1 RIO: Each Application Server can have up to 15 Server Repositories attached. RIO allows for an unlimited number of Application Servers. 91 Res 12-32 SOFT1VARC DESCRIPTIONS Workflow Included jincluded Snapshot Included iincluded Email Included Included WebAccess (Thin client j access far Add-on option lincluded named users) Mobile Access Requires WebAccess 'Included I J Digital Add-on option Included Signatures Add-on option (Options Includes Advanced Audit Trail for Starter, Standard, Audit Trail Advanced) Avante Public Portal: The 5 concurrent license only allows for one security profile to be set. Weblink Public Portal Weblink Public Portal Unlimited versions are licensed per Laserfiche license package options license package application server, and per processor. The Public Portal (5,10, 25, 50, Unlimited options (50, Unlimited licensed number of processors must be equal (Weblink) Single Processor, Single Processor, Options Unlimited Dual Unlimited Dual to or greater than the number of processors Processor, Unlimited Processor, Unlimited .(CPUs) on the correlating Laserfiche application server. Note: Additional copies of the Multi Processor) Multi Processor) Unlimited Public Portal are needed if there is a need to connect the Public Portal to more than 1 Application Server. Upgrade Path Rio n/a Laserfiche Lf 8,1 and later Lf 8.0.1 and later Versions Web Adm in Included Included Console LASERFICHE PLUG -INS Laserfiche Plug -Ins, Utilities, and Tools MCG can provide additional Laserfiche Plug -ins Utilities, & Tools software. Laserfiche offers a selection of modules and development tools designed to let you tailor Laserfiche to meet your needs. Certain Plug -Ins may be bundled differently based on the Laserfiche platform. Please refer to the pricing page/statement of work to determine which modules have been proposed. Capture Modules Laserfiche ScanConnect"'. allows ISIS scanning. A collection of ISIS scanner drivers is included with Laserfiche ScanConnect. These drivers allow images to be scanned through supported scanners. ScanConnect 7.x is can be purchased as an add-on to both Laserfiche scanning and Quick Fields. Laserfiche Snapshot""', Laserfiche Snapshot is included with both Avante and Rio Full Named User Licenses, and can generate images and text from an electronic file (e.g. a Word document, a web page, a text editor, etc.). The files generated by Laserfiche Snapshot capture the content of the electronic file at Res 12-32 SOFTWARI; M*SCRrrTIONN the time that it was processed. In other words, they represent an accurate portrayal of an electronic file at a given point in time. The images and text created from an electronic file are then stored in a Laserfiche repository. As you can see, Laserfiche Snapshot can be used as a tool to archive a particular version of an electronic file. Laserfiche Snapshot can process any electronic file that can be opened with a Windows application that has printing capabilities. This feature is automatically included with every Full User purchase. Laserfiche Import Agent: Laserfiche Import Agent is a capture tool that can bring files into a Laserfiche repository from the Windows file system. Any file that can be stored in Laserfiche can also be imported via Import Agent. What's more, Import Agent allows for scheduled and selective imports, so that users can set up specific criteria for what gets imported when. OCR Scheduler for Laserfiche: MCCi developed this tool. It provides a simple and effective way to mass OCR documents in Laserfiche. It allows administrators to configure multiple OCR sessions. Sessions are created based on selecting folders within a specific Laserfiche Repository and scheduling the time to begin the OCR process. Benefits: o Efficiency: Clients can schedule the tool to perform the OCR function, rather than tie up machines during the normal working rhythm. o Support/Search Content: Leaving the responsibility in users hands to conduct OCR can lead to incomplete processing. The tool provides assurance that everything in need of OCR is being addressed without end user interaction. "QuickFields" (QF) Batch Processing Tools: Quickfields is a suite of Batch Processing utilities created by Laserfiche. Avante and RIO bundle each of these features differently, which is reflected in the Statement of Work/Pricing section: Laserfiche® Quick Fieldsr" automatically captures useful information from paper and electronic documents and organizes it for fast retrieval. Quick Fields transforms data capture from a costly and labor-intensive operation into an efficient process by collecting precise pieces of information from the masses of unstructured data flowing into your organization. Quick Fields improves the speed and accuracy of data capture while giving authorized staff instant access to the information they need to work effectively. QF Bar Code Validation Package - The Bar Code add-on reads bar codes on a specified page in the document. The value returned by the bar code process can be used to identify a page, populate a field, determine the document name, or determine where the document will be stored. Bar Code is very powerful when combined with Real Time Lookup. Supported barcode formats: Codabar, CODE 39, CODE 128, EAN 8, EAN 13, Interleaved 2 of 5, UPCA, and UPCE. QF Real-time Look up Validation Package: Lookup populates template fields and validates metadata by retrieving data stored in third -party databases and other applications. QF Zone OCR Validation Package: Images that contain clearly printed or typed information can be converted to text files through a process called OCR (Optical Character Recognition). Once text has been extracted from an image, it can be sent along with the image to the repository. Once the document has been imported into the repository, the extracted text will be associated with the corresponding image in the document. The International Zone OCR add-on will scan a zone on an image for text. Only text found within the zone will be extracted. The data returned by this process can be used to identify a page, populate a field, determine the document name, or determine where the document will be stored. The International Zone OCR add-on can be installed when Quick Fields is first installed or after it has already been installed. 111 Res 12-32 SOFTWARE DESCRIPTIONS QF Forms Alignment: automatically repositions scanned documents to match a master form, correcting for scanning errors and improving data extraction. QF Document Classification: designed for clients who deal with multiple forms, and will recognize and process multiple document types. QF Auto Stamp/Redaction/Bates Numbering - The Bates stamp option is a document auto - numbering annotation option QF Optical Mark Recognition: detects handwritten information, including marks on surveys, tests and ballots. QF Agent: enables administrators to schedule forms processing around the clock and run Quick Fields sessions without operator intervention, reducing labor costs and optimizing business processes. QF Forms Identification: automatically recognizes the form or document based on its overall structure, even in the absence of bar codes, form data or other distinguishing information. QF Forms Extractor: removes form outlines to isolate data for more accurate capture. QF Scripting Kit: Offers a script editor, which allows developers to write C# and V'B.Net Scripts, and insert the scripts into a Quickfields Session. Distribution Modules Laserfiche Public Portal - WebLinkT": The WebLink module publishes select documents in a Laserfiche repository to an intranet or the Internet in read-only form. Documents can be made available through the Web almost instantly, and users need only an Internet browser in order to access them. Built on ASP .NET, WebLink can be customized to match the look and feel of an organization's Internet or intranet site. Laserfiche WebAccess: Laserfiche Web Access is a Web browser -based thin client offering virtually all of the document management capabilities of the standard Laserfiche interface. Web Access allows your IT staff to roll out high-volume Laserfiche access without increasing your organization's application support burden. Authorized users organization -wide enjoy simultaneous access to documents, whether they are using the corporate intranet or logging in from a branch office. Laserfiche Mobile Access Options: Laserfiche Web Access is required for any/all mobile access options. Web Access Light & Laserfiche Mobile are both options for providing mobile access to your Laserfiche solution: 121 Web Access Light: Designed for Blackberry, Chrome, Opera and Safari mobile browsers, offers a lightweight Web interface for popular mobile devices, enabling users to search and retrieve documents, as well as approve documents and participate in workflow automation processes, while away from their desktop computers. Laserfiche Mobile: The Laserfiche Mobile iPhone app takes advantage of the iPhone's touch screen, gesture recognition and high resolution interface to provide users with an immersive experience. Features include: Create and upload new content with the iPhone camera. Automatically crop, straighten and enhance captured information, with full text recognition. Copy, move, rename, download, e-mail, print or delete content. Browse for documents in a folder structure or search the entire repository Res 12-32 S( FT rARr URSCRIPTio?dS 11 Participate in workflow automation processes by accessing metadata fields. Laserfiche iPad app- to be released soon Laserfiche PIusTm Laserfiche Plus allows the information stored in a Laserfiche repository to be portable. Laserfiche documents published by Laserfiche Plus can be viewed by anybody, regardless of whether they have Laserfiche installed. If these portable Laserfiche documents are sent to a company or site that already has Laserfiche installed, then that organization can also choose to attach those documents to their repository. This software prepares a copy of the Laserfiche files (images, text, electronic files, annotations, templates and field data) for burning directly to your removable media or to a temporary directory. Choosing to publish to a temporary directory allows you to write it to your removable media at your convenience. Laserfiche E -Mail Plug-in;m allows instant electronic document distribution via standard MAPI- compliant e-mail applications. This feature is automatically included in every Full User and Retrieval User license purchase. Workflow Process Automation, Collaboration, and Tracking Laserfiche Workflow: Efficiency and accountability -enhancing document routing, e-mail notification and audit trail reporting. 131 Laserfiche Digital Signatures: Laserfiche allows users to sign briefcases when exporting as well as documents stored in Laserfiche. These are two separate applications of digital signatures. Signing a briefcase file embeds the signature in the file along with the certificate associated with the signing key. The full certificate chain is embedded. This allows users to prove who created the briefcase and that the briefcase was not tampered with. Digitally signed briefcases may, but do not necessarily contain digitally signed documents. Digital signatures can be applied to documents stored in Laserfiche. The digital signatures are stored as metadata and are preserved when exporting a document in a volume or briefcase (whether or not the briefcase was itself signed). Users can digitally sign a document in the Laserfiche Client or Web Access to indicate their approval. Documents can also be countersigned by another user, which indicates approval of the document and the existing signature. Multiple signatures and countersignatures can be applied to a single document. Digital signatures are validated with signing certificates on the server and the repository, which verifies that a signature on a document is trustworthy. A signature becomes invalid if the certificate is expired or if a document has been modified since the signature was applied. Signature certificates are managed through the Laserfiche Administration Console or Web Administration Console. As a pre -requisite, the organization must have Digital Certificates set-up on the network, prior to implementing Laserfiche Digital Signatures, Laserfiche Audit Trail Modules: Three levels of audit reporting to address your specific regulatory compliance and security needs. The Starter Edition tracks basic events that occur in the repository and that involve accessing, modifying or exporting data. Basic events include creating, editing, printing or deleting documents, creating annotations, and assigning metadata. The Standard Edition builds on the Starter Edition by tracking additional security- and access - related events. This edition can also track unsuccessful attempts to perform an action, such as failed attempts to access or print documents. The Advanced Edition meets the needs of organizations in the most highly regulated environments. It includes all the functionality of the other two editions, and also tracks many more events including password changes, the creation or modification of users and groups, and Res 12-32 SO r%V,ua, iDr SCRIP'r1OvS changes to repository -wide settings. It can also track all the searches users perform, require users to enter reasons for performing certain actions, and automatically add watermarks to printed documents. Laserfiche Integration Plug -ins LF Integrator's Toolkit: Provides the tools & documentation necessary for customizing Laserfiche, and integrating Laserfiche with other applications. Third Party Integration Plug -Ins: Data Now Affinity Integration- Data Now Affinity brings the power of Laserfiche document management to the applications you use most. Document searches can be reduced to a single click of a button. New documents can be added to your Laserfiche repository without manually entering template field values, file names, or folder locations. Affinity truly makes Laserfiche feel like part of your business software LF Integrator GP — LF Integrator empowers Great Plains users to scan, search and link supporting documents in Laserfiche document management applications directly from the Great Plains menu bar. Link the document and workflow management power of Laserfiche with your current Great Plains implementation. LF Integrator AutoCAD — LF Integrator for AutoCAD allows you to store AutoCAD drawing files or associated documents in Laserfiche, including embedded cross reference files, directly from the AutoCAD menu. Launch Laserfiche scan or search modules using the drawing file for template or search criteria, or create a Laserfiche document template using the fields from any AutoCAD drawing title block with a single click. GeoDocs: GeoDocsTM' is a web -based software that seamlessly integrates ESRI ArcIMS (soon to be ArcGIS Server) and Laserfiche. Utilizing robust search capabilities, users of GeoDocs can access digital documents stored in a Laserfiche repository from within the web -based GIS program and vice versa, access spatial information stored in a GIS from within the Laserfiche web client. Electronic Forms 141 LincDocs (Electronic Forms)- LincWare's LincDoc family of eForm creation and document automation tools empowers businesses and government organizations to better serve their customers and constituents, reduce costs and better leverage bottom line critical information. LincDoc data complies with existing systems through features like network -wide interconnectivity, document repositories, version control, business -logic driven data entry, Laserfiche interface, database integration and Word- and PDF -based document authoring. Res 12-32 TECHNICAL SUPPORT When you become a client of MCCi, you gain much more than just a new product. You gain a relationship between our staff and your organization to make your product implementation successful and the usage of your product an enjoyable experience. In order to make this possible, MCCi offers both Proactive and Technical Support. PROACTIVE SUPPORT MCC! assigns each account with a Regional Account Executive and an internal Account Manager Team. You will have already worked with your Account Executive in the pre -project phase and they will continue to support you. Your Account Executive will provide a local presence and contact information should local meetings be necessary. The Account Executive also assists in pre implementation processes. Your Account Manager will assist in managing ongoing support through the life of the product. MCCi believes in a proactive support methodology and it is the Account Managers' role to insure this ongoing communication with clients. Your Account Manager will be in touch throughout the year to discuss optimal system usage and ensure client satisfaction. Items discussed may include, but are not limited to: Identify any needs that could easily be addressed with the current system. Provide resource for question and answer, best practices, how other customers are using the system with use of documented case studies, Listservs, support center, etc. Provide continued education for existing and new users within the organization through the use of webinars, seminars, workshops, users group, and more. Annual review of current system configuration Dedicated sales support staff for pricing inquiries and budgetary information Annual support renewal notification to ensure your renewal process is timely and accurate Educational Resource Definitions Case Studies- MCCi works with our clients to put together narrative accounts of specific usages of MCCi solutions in their organization. Specific departments, document types, integrations, etc. are noted to allow other users to learn from the information. MCCi Listserv- MCCi has created a Listsery for specific types of system customers. A Listsery is a creative use of e-mail, which provides a means for End Users to share information on a common interest. Members are able to communicate with peers thru a single e-mail. Uses of the Listsery may include fielding requests about system usage, as well as best practices. Support Center- This resource is a compilation of white papers, best practices, and information for system users all in one location. Through the support center, users can also submit and check the status of their support tickets. Webinars- MCCi conducts monthly webinars on different topics promoting more efficient system usage. User webinars are also offered on more specific topics related to products, concepts, departments, etc. regarding the usage of your system. These are done through the web and are a convenient way of staying informed on the newest technologies available. Seminars- MCCi conducts seminars on different topics to help educate new and existing end users throughout the year. They are usually located at a host site of an existing customer. These can also be offered at current client's locations to invite departments to learn more regarding their current system. User Groups- MCCi offers annual user groups to keep end users trained on the newest versions and products. These are geared to both users and administrators of the system. 151 Res 12-32 TECHNICAL SUPPORT TECHNICAL SUPPORT The Laserfiche Software Assurance Plan (LSAP) helps preserve your investment and extend the benefits of your original purchase by providing you access to the assistance needed to ensure that you maximize system uptime. You have access to a toll free line to call for technical support or submit tickets online through our support center. When you subscribe to the LSAP you receive the following benefits: 100% upgrade credit for your existing software (in the event of an upgrade) Free software updates for your current system 24-hour FTP and website access which includes the MCCi Online Support Center Technical bulletins and newsletters TRAINING CENTER MCCi's Training Center provides an easy, cost-effective way to provide Laserfiche training to all users in your organization. An annual subscription allows access to our online course offering of over 200 training videos. The Training Center is home to video categories such as Laserfiche Administration, Laserfiche Client, Workflow, and Tips & Tricks. All videos use instructor descriptions from Laserfiche Certified Professionals. The Training Center provides the following benefits: 24/7 access to on -demand Laserfiche training videos and other resources Reduction in training expenses Caters to all skill levels from Basic Users to Advanced System Administrators Unlimited access for your entire organization User determined schedule and pacing Reduction in internal support Increased efficiency through improved internal usage/adoption Instant/budgeted training available in the case of employee turnover Enhance your organization's internal Laserfiche training program Increased user productivity MANAGED SERVICES MCCi Managed Services are strongly encouraged to be included with every support renewal and provide the client with a discounted hourly rate by purchasing an advanced block of services per year based on the products purchased. Managed Services can be used for the following professional services: 161 Additional Training —additional training, via web conferencing, can be conducted to train new users on the use of the system or as refresher training for existing users. Additional System Set Up Consultation — MCCi offers additional consultation that includes recommendations on best practices for adding additional departments, additional types of document etc. to your current system. Remote implementation of software updates — While the standard SAP plan covers free updates for software, implementation of those updates is sometimes overlooked. With the addition of our Managed Services, MCCi is at your service to directly assist in implementing software updates such as minor updates, quick fixes or point releases. Major software upgrades may or may not be covered and should be discussed with your Account Management Team. Annual System Review & Analysis — Upon request, MCCi will access your system to review and analyze how your organization is using the system, identify discovered potential problem areas and make recommendations for better use of the system. This analysis is designed to be implemented 6 months after the initial Software installation, and should be Res 12-32 TECHNICAL SUPPORT - �- - performed annually after that date. This is an optional service that will be completed only if requested by the Client. Remote Access Support — Remote Access Support allows our helpdesk staff to access your machines remotely to resolve problems faster. The use of Remote Access Support saves you both time and money by reducing the delays in resolving software issues without costly on- site visits. Expiration & Additional Services —MCCi Managed Services is an annual package and will expire on the same date as your SAP plan. MCCi does provide continued technical support for all MCCi applications. Technical support is provided via email or telephone during normal business hours of 8:00 AM to 6:00 PM EST. Clients can designate several individuals who are to be the technical support contacts. Those individuals may contact MCCi at any time for technical support. There is no limit on the number of technical support calls that can be made. Adjustments in annual support rates may be made to coincide with current U.S. inflation rates. 171 Res 12-32 HARDWARE SPECIFIC \TIONS MCC! will provide necessary consultation upon request, as to the compatibility of current hardware with the Laserfiche System. Changes and recommendations will be made at the time of consultation. See system requirements below. Please keep in mind that these are the minimum system requirements, and should be considered independently rather than collectively. Additionally, overhead for virtualization has not been factored in to these requirements. Scanning Station PC OS: Windows 7, Windows Vista, Windows XP Professional (Service Pack 2 or later) CPU: 2.8 GHz processor or faster Memory: 2 GB RAM or more Communications: TCP/IP Web browser: Internet Explorer 6.0 or higher Client: OS: Windows 7, Windows Vista, Windows XP Professional (Service Pack 2 or later) CPU: 1 GHz Processor or better, Performing OCR: Dual Core 28 GHz or faster processor Memory: 1 GB RAM or more, Performing OCR:2 GB RAM Communications: TCP/IP Web browser: Internet Explorer 6.0 or higher Batch Processing Quick Fields Machine: OS: Windows 7, Windows Vista, Windows XP Professional (Service Pack 2 or later) CPU: 2.8 GHz Processor or better, Performing OCR: Dual Core 2.8 GHz or faster processor Memory: 4 GB RAM or more Communications: TCP/IP High volume recommendation: Windows 7 x64 with 8 G8 RAM, Intel Core 2 Duo Processors 3.33GH7 Laserfiche Application Server: OS: Windows 2008 R2, Windows Server 2003 (Service Pack 1 or later) CPU: Quad -Core Processor, 2.5 GHz Processor or better Memory: 2-4 GB RAM Communications: TCP/IP Image/File Server Storage: Typical usage factoring is 18,000 black/white standard size images per GB. Clients typically use a Network Attached Storage (NAS), Storage Area Network (SAN), or a Local Storage Device. Note: Images and Electronic files are stored separately from the database. Database Management System: Avante SQL or Rio SQL SQL Server 2008 R2 Standard, Microsoft SQL Server 2005 (Service Pack 3 or later), Oracle qi Release 2 (9.2.0.8+), Oracle 10g (10.2.0.4+), Oracle 11g (11.1.0.6+). For MSSQL, MCCi recommends storing the MDF and LDF on different drives. Growth of MDF to 10%-15% and Log to 5% to 101/o of cumulative Laserfiche Volume size is anticipated. Avante SQL Express: Microsoft SQL Server 2008 Express Edition Note: Oracle or Microsoft SQL Server must be purchased separately. You must additionally purchase enough licensing for your DBMS to support your Laserfiche installation. Laserfiche Workflow Server: OS: CPU: Memory: Communications: Laserfiche Audit Trail Server: OS: CPU: Memory: Communications: Local Storage; Web Module Server(s): 181 Windows 2008 R2, Windows Server 2003 (Service Pack 1 or later) 4 Core Processor, 2 GHz Processor or better 4 GB RAM TCP/IP Windows 2008 R2, Windows Server 2003 (Service Pack 1 or later), IIS 6 or 7 Dual Care Processor, 2 GHz Processor or better 2 GB RAM TCP/IP C:\ Drive with 40GB or greater available Res 12-32 HARDWARE SPECIFIC-ATIONTS Required if: Installing "Web Access" or "Public Portal — Weblink": OS: Windows Server 2008 R2 with IIS 7, Windows Server 2003 with IIS 6 CPU: 2.8 GHz or faster processor Memory: 1 GB RAM or more Viewer: Web Browser (minimum versions): Laserfiche Web products operate most efficiently when using Internet Explorer 9. Other supported browsers are Firefox, Safari and Chrome Note: Clients are responsible for any additional security protocol setup/associated fees, that are required to provide internal/external web access. An example would be setting up "Kerberos" for thin client active directory authentication, or setting up VPN access to allow Laserfiche's iPad/iPhone applications to connect through the Web Access server. Laserfiche Public Portal — Weblink Per Processor (Unlimited) licensing specifics: The Public Portal License allows unlimited connections per processor, however a large number of connections may affect the Laserfiche application server performance (one processor can handle roughly 100 to 150 concurrent retrieval connections). The client must have one Public Portal License for each Laserfiche application server they desire to connect to, and the Public Portal license must be licensed by the appropriate number of processors, which is required to match or exceed the CPUs/processors on the Laserfiche application server that the Public Portal will connect to. For example, the client must have a dual -processor or multiprocessor Public Portal license in order to connect to a Laserfiche Application Server that has two or more processors. Public Portal View Only Licenses may only be used with WebLink; they are not available for other applications. OCR Scheduler for Laserfiche OS: Windows Operation Systems: 32 & 64 bit Requirements: Laserfiche Version 8 Server (runs as a service), Laserfiche Version 8 Client. Recommendation: 1 dedicated Lr Named User license Note: Does not support OCR for Electronic Documents Scanners: Must use ISIS drivers to be compatible with Laserfiche ScanConnect software. Scanner compatibility should be confirmed by referencing the most up to date Laserfiche published supported scanner list at: httP:Hlaserfiche.com/static/Resources/scan list.htm1. 191 Res 12-32 The terms of this agreement shall remain in force and effect for a period of ninety (90) days from the date appearing below, unless accepted by the Client. Submitted by: MCCi, a Limited Liability Company Date: September 26, 2612 By: (Signature) (Printed Name & Title) Witness: FA -1 Kn rdy (Signature) Noted Items Accepted by Date: THE CITY OF WESTLAKE, TX I6e24-I Zax—)- By: ur (Printed Name & Title) Witness: OF (Signature) * m jell wr-`I�w,n 5Ce-�a.+r (Printed Name & Title) =�iE�X Ps Res 12-32 v m c a Sa a r o a Y E g O a o Lc a E '^' a� C v a $ o v E a Z m a o E t« c v c i n A A m v 2 o -a c c a -aLo m c m n = o f « ° o e�3 m E0 - g ¢v E_ E s 'm V E 12 V n i m u �o `o a o c r �i ovw�� �x R qpm d a awO`�y" M 0Lp va a E v N E Y a 3 a" E a+ 3 s 3 y p E? E az E w +' ° y a p 3 a v o v e E v o �. � .. 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