Resolution No. 8303St. , r s t so •
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RESOLUTION NO. 8303
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND AUTHORIZING THE EXECUTION OF
AN AGREEMENT FOR LASERFICHE DOCUMENT MANAGEMENT
SYSTEM BY AND BETWEEN THE CITY OF VERNON AND
COMPULINK MANAGEMENT CENTER, INC. DBA LASERFICHE
DOCUMENT IMAGING
WHEREAS, the City of Vernon is interested in updating and
expanding its existing computerized records management system to
provide a comprehensive document imaging and storage solution for its
various departments while maintaining security for complex levels of
access, eliminating redundancies, and providing unlimited scalability
for its escalating accumulation of records (hereinafter collectively
referred to as the "LaserFiche System"); and
WHEREAS, Compulink Management Center, Inc., dba LaserFiche
Document Imaging ("Compulink"), is a well -established vendor of
laserfiche document management systems for governmental agencies and
municipalities; and
WHEREAS, the City currently uses a LaserFiche System and
believes that Compulink is the only vendor that can provide the
necessary upgrades and integration that meets the City's
specifications and requirements; and
WHEREAS, by letter dated October 30, 2003, Bruce V.
Malkenhorst, City Administrator/City Clerk, recommended that an
agreement with Compulink be approved and executed; and
WHEREAS, the City Council of the City of Vernon has
determined that, pursuant to the provisions of subsection (a) of
Section 2.27 of the Vernon City Code, it is in the public interest and
necessity to enter into an agreement with Compulink for the purchase
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of the LaserFiche System to improve the effectiveness of the City's
operation, thereby enhancing the services provided to citizens,
residents and businesses within the Vernon community.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon hereby
finds and determines that the recitals contained hereinabove are true
and correct.
SECTION 2: The City Council of the City of Vernon hereby
approves the Agreement for Laserfiche Document Management System with
Compulink, a copy of which is attached hereto as Exhibit "A" and made
a part hereof.
SECTION 3: The City Council of the City of Vernon hereby
authorizes the Mayor and the City Clerk to execute said Agreement for,
and on behalf of, the City of Vernon.
SECTION 4: The City Council of the City of Vernon hereby
directs the City Clerk, or his designee, to send one fully executed
Agreement to:
Compulink Management Center, Inc., dba LaserFiche
Document Imaging
Attn. Ralf R. Fowler, Regional Manager
3545 Long Beach Blvd., Suite 110
Long Beach, CA 90807
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SECTION 5: The City Clerk of the City of Vernon shall
certify to the passage of this resolution, and thereupon and
thereafter the same shall be in full force and effect.
APPROVED AND ADOPTED this 5th day of November, 2003.
ATTEST:
BRUCE V. MALKENHORST, City Clerk
EONIS C. MALEVRG, Ma or
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STATE OF CALIFORNIA )
) ss
COUNTY OF LOS ANGELES )
I, BRUCE V. MALKENHORST, City Clerk of the City of Vernon, do
hereby certify that the foregoing Resolution, being Resolution No.
8303, was duly adopted by the City Council of the City of Vernon at a
regular meeting of the City Council duly held on Wednesday, November 5,
2003, and thereafter was duly signed by the Mayor of the City of
Vernon.
(SEAL)
BRUCE V. MALKENHORST, City Clerk
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EXHIBIT
t
1 AGREEMENT FOR LASERFICHE DOCUMENT MANAGEMENT SYSTEM
2
3 THIS AGREEMENT is made, entered into and executed in
4 duplicate originals, either copy of which may be considered and used as
5 the original hereof for all purposes, as of this day of November,
6 2003, in the City of Vernon, County of Los Angeles, California
7 BY AND BETWEEN CITY OF VERNON (hereinafter
referred to as "City")
8 4305 Santa Fe Avenue
9 Vernon, CA 90058
10 AND COMPULINK MANAGEMENT CENTER,
INC. dba LASERFICHE DOCUMENT
11 IMAGING (hereinafter referred
to as "Compulink")
12 3545 Long Beach Boulevard
Long Beach, CA 90807
13
RECITALS
14
15 WHEREAS, the City's current computerized records management
16 system is outdated and lacks functionality and support; and
17 WHEREAS, the City desires to update and expand its current
18 computerized records management system to meet the needs of its various
19 departments, thereby improving the effectiveness of its operation and
20 enhancing the services provided to citizens, residents and businesses
21 within the Vernon community; and
22 WHEREAS, Compulink has prepared a proposal for a laserfiche
23 document management system for the City (the "Proposal"), a copy of
24 which is attached hereto as Exhibit "A" and incorporated herein by
25 reference; and
26 WHEREAS, Compulink represents that it can provide the City
27 with a comprehensive document imaging and storage solution that can
28 adapt to the needs of its various departments, maintain security for
1 complex levels of access, eliminate redundancies, and provide unlimited
2 scalability for its growing mass of records; and
3 WHEREAS, Compulink is a well -established vendor of laserfiche
4 document management systems for governmental agencies and
5 municipalities and LaserFiche® is a registered trademark of Compulink;
6 and
7 WHEREAS, the City desires to enter into an agreement with
8 Compulink, to provide a laserfiche document management system with the
9 necessary software, licensing, training and support services
10 (hereinafter collectively referred to the "LaserFiche System"); and
11 WHEREAS, Compulink represents that it is qualified and
12 capable of providing the LaserFiche System described in Exhibit "A"
13 that the City requires and is willing to do so on the terms and
14 conditions set forth below.
15 NOW, THEREFORE, THE PARTIES HERETO DO MUTUALLY AGREE AS SET
16 FORTH HEREIN:
17 1. Scope of Services.
18Compulink agrees to sell, license, deliver, install, test and
19 maintain the LaserFiche System, as set forth and described in detail in
20 its Proposal, and perform the following services: Implementation
21 (implementation consulting, software installation, administrator
22 training, end user training), Customized Services (database migration
23 from LaserFiche 4.2 to LaserFiche 6.0 and merging two LaserFiche
24 templates into one), Support (VIP services program) that includes a
25 dedicated support engineer, next day on -site support, training, remote
26 access support, preventative maintenance, discounted services and
27 discounted backfile conversion, LaserFiche Software Assurance Plan and
28 software upgrades. Compulink's Proposal does not include a detailed
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1 Implementation Plan and Schedule at this time. Compulink will not be
2 performing the actual scanning of documents. In the event of a
3 conflict between the Proposal and this Agreement, the terms of this
4 Agreement shall prevail.
5 2. Time of Performance.
6 The term of this Agreement shall commence no later than
7 thirty (30) days after the City provides Compulink with a purchase
8 order to begin performance under this Agreement and shall continue for
9 a period of one (1) year from the date of issuance of the purchase
10 order ("Initial Term"). The VIP support will officially start 30 days
11 after first invoice but physical VIP services will start on scheduled
12 install date. City shall have an option to continue the licensing of
13 any software and/or maintenance services on a year-to-year basis under
14 the same applicable terms and conditions as prescribed in this
15 Agreement. If City desires, at its sole discretion, to exercise its
16 annual renewal option, City shall advise Compulink in writing of its
17 intent to exercise its option no later than 30 days before the
18 expiration of the existing term. The City Administrator, of his
19 designee, is authorized to exercise said option on behalf of City.
3. Price.
20
21 A. Initial Term. The total amount to be paid to Compulink
22 for the LaserFiche System under the Proposal, during the Initial Term,
23 shall not exceed the sum of Fifty Thousand Eight Hundred Thirteen
24 Dollars and Five Cents ($50,813.05), including taxes, as described in
25more detail in the pricing schedule attached hereto as Exhibit "B" and
made a part hereof.
26
B. Renewal Term(s). Should City wish to exercise its
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28 option to continue the licensing of any software and/or maintenance
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1 services, the rates shall remain the same as those contained in Exhibit
2 "B" unless otherwise changed by mutual agreement of the parties. If
3 either party wishes to change the rate of compensation to be paid for
4 any license and/or maintenance services, written notice of said change
5 shall be provided to the other party no later than 60 days before the
6 expiration of the existing term.
7 4. Payment Terms.
8 A. Initial Term. During the Initial Term, City agrees to
9 pay Compulink in progress payments as follows:
10 (1) Fifty percent'(50%) of the total purchase price
11 upon issuance of a purchase order;
12 (2) Twenty-five percent (25%), net sixty (60) days
13 after delivery to the site and City's receipt of an invoice from
14 Compulink; and
15 (3) Twenty-five percent (25%), net sixty (60) days
16 after acceptance of the LaserFiche System by City FOB destination and
17 City's receipt of an invoice from Compulink. In any event, City shall
18 pay the balance due Compulink no longer than ten (10) days from the net
19 sixty (60) day term referenced herein.
20 Compulink shall be responsible for paying any subcontractors
21 used in the performance of this Agreement; subcontractors shall not
22 bill the City directly.
23 B. Renewal Term(s). Should City exercise its option to
24 continue the licensing of any software and/or maintenance services,
25 City shall pay Compulink net thirty (30) days after City's receipt of
26 an invoice from Compulink.
27 5. Change and Extra Services.
28 The City reserves the right to request changes in the
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I, delivery dates, additions to or deletions from the number of user
licenses purchased from Compulink. All such changes shall be
incorporated in written change orders executed by the City and
Compulink, that shall specify the changes ordered and the adjustment of
prices, delivery schedules and warranties. Any services or licenses
added to this Agreement, under this section, shall be executed under
all applicable conditions of this Agreement. No claim for additional
compensation or extension of time shall be recognized unless contained
in a duly executed change order.
6. Cancellation/Default.
In the event that Compulink commits a breach of a material
condition of this Agreement, City shall notify Compulink in writing of
said breach and if Compulink has not cured or begun reasonable efforts
to cure after fifteen (15) days of receipt of said notice, and fails to
diligently pursue corrective action, then City shall have the right to
cancel this Agreement for cause based on Compulink's default.
Compulink shall be responsible for any direct costs due to City's re -
procurement of the equivalent of the software or services cancelled
from Compulink.
7. Termination.
This Agreement may be terminated by City without cause on
thirty (30) days written notice. Compulink shall be entitled to the
compensation earned by it prior to the date of the termination notice,
computed pro rata up to and including that date, plus compensation for
work performed during the thirty -day notice period and authorized in
the termination notice.
8. Confidential Information.
A. Access to Confidential Information. City may provide
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Compulink and/or its subcontractor with, or allow Compulink and/or its
subcontractors access to, certain information not available to the
public concerning, but not limited to City, or businesses located in
City. The information may include, but is not limited to, company
information, taxes, sales, value of assets, utility usage, or other
Isuch information. All such information shall be known as "Confidential
Information" and may not be used to,circumvent the responsibility of
either party to this Agreement.
B. No Disclosure. Except as expressly permitted, Compulink
and/or its subcontractor shall not disclose, permit the disclosure of,
release, disseminate, or transfer, whether orally or by any other
means, any part of such Confidential Information to any other person or
entity, whether corporate, governmental, or individual, without the
express prior written consent of an authorized representative of City
Compulink and/or its subcontractor shall return any written
Confidential Information, and all copies made of such items, to City
upon City's written request, but in any event not later than the date
that Compulink and/or its subcontractor has performed all services to
be performed pursuant to this Agreement. Compulink hereby agrees that
such Confidential Information and any documents provided may be used by
Compulink and/or its subcontractor only as authorized by City.
Compulink shall include a contract provision in its contract with
subcontractors that bind the subcontractors to this non -disclosure
requirement. Compulink shall take reasonable measures to avoid any
disclosure of any such Confidential Information to any unauthorized
person.
C. Court Ordered Disclosure
Compulink shall immediately
notify City of any court order or subpoena requiring disclosure of
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Confidential Information, and shall cooperate with City's legal counsel
in responding to any such order or subpoena. Compulink may only
disclose Confidential Information required to be disclosed pursuant to
court order or subpoena after legal counsel has exhausted any lawful
11 and timely appeal or challenge.
D.
Remedies.
In addition to any other
remedies that
it may
have at law or
in equity,
City shall be entitled to
a temporary
and
permanent injunction by a court of competent jurisdiction against any
breach or threatened breach of the Confidential Information provisions
of this Agreement. Compulink acknowledges that in case of such breach
or threatened breach of said provisions, City would have no adequate
remedy at law.
9. Warranties.
Compulink agrees that the software Compulink provides
pursuant to this Agreement shall meet the standard of performance
specified in Compulink's documentation before such items are accepted
by the City. Compulink's documentation is incorporated herein by this
reference as though set forth at length. Compulink warrants that the
maintenance and support service hereunder shall permit the City to be
provided with a complete and usable system. All manufacturers'
warranties, any warranties typically provided by Compulink and any
other warranties made applicable by law shall apply to the City's
purchase of the LaserFiche System. Compulink warrants that the
services to be rendered pursuant to this Agreement shall be performed
in accordance with the standards customarily provided by an experienced
and competent professional organization rendering the same or similar
services.
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1 10. Compliance with Laws.
2 Compulink shall strictly observe and comply with all
3 applicable federal, state, and local laws, ordinances and regulations
4 governing this sale, including but not limited to any permit or license
5 requirements of the United States Department of Commerce, as well as
6 any laws of the United States of America.
7 11. Governing Law.
8 The validity, interpretation and performance of this
9 Agreement shall be controlled and construed under the laws of the State
10 of California.
11 12. Forum Selection.
12 Any action brought relating to this Agreement shall be
13 brought and held exclusively in a State Court in the County of Los
14 Angeles, California.
15 13. Notices.
16 Notices to the parties, unless otherwise requested in
17 writing, shall be sent to:
18 City: CITY OF VERNON
ATTN: BRUCE V. MALKENHORST
19 CITY ADMINISTRATOR
20 4305 SANTA FE AVENUE
VERNON, CA 90058-0805
21 Compulink: COMPULINK MANAGEMENT CENTER, INC.
22 DBA LASERFICHE DOCUMENT IMAGING
ATTN: RALF R. FOWLER, REGIONAL MANAGER
23 3545 LONG BEACH BOULEVARD, SUITE 110
LONG BEACH, CA 90807
24
14. General Provisions.
25
261
A. Independent Contractor.
27 At all times during the term of this Agreement, Compulink
28 shall be an independent contractor and shall not be an employee of the
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1 City. The City shall have the right to control Compulink only insofar
2 as the results of Compulink's services rendered pursuant to this
3 Agreement; however, the City shall not have the right to control the
4 means by which Compulink accomplishes services rendered pursuant to the
5 Agreement except to the extent that such services involve the use of
6 City property or Confidential Information.
7 B. Compulink Not Agent.
8 Except as the City.may specify in writing, Compulink shall
91 have no authority, express or implied, to act on behalf of the City in
10 any capacity whatsoever as an agent. Compulink shall have no authority,
11 express or implied, pursuant to this Agreement to bind the City to any
12 obligation whatsoever.
13 C. Indemnification.
14 Compulink shall indemnify, defend, protect and hold the City
15 and its officers, agents and employees, free and harmless from and
16 against any and all claims, demands, losses, damages, liabilities,
17 fines, charges, penalties, orders, judgments and all costs and expenses
18 incurred in connection therewith, including reasonable attorney's fees
19 and costs of defense arising out of or attributable to the negligent or
20 wrongful acts of Compulink or its subcontractors, employees or agents
21 in the performance of services under this Agreement, except to the
22 extent arising from or caused by the sole negligence or willful
23 misconduct of the City, its officers, agents or employees.
24 D. Comprehensive General and Automobile Insurance.
25 Compulink agrees to provide insurance in the amounts and
26 forms specified in Exhibit "C," which is attached hereto and made a
27 part hereof by reference. Comparable coverage shall be provided for
28 each subcontractor used in the performance of this Agreement.
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1 Compulink shall submit to the City documentation indicating compliance
2 with these minimum requirements no less than one (1) day prior to the
3 beginning of performance under this Agreement. Compulink shall not
4 commence performance of its services under this Agreement until the
5 above insurance has been obtained and proof of insurance has been filed
6 with and approved by the City.
7 E. Assignment.and Subcontracting Prohibited.
8 No party to this Agreement may assign or subcontract any
g right or obligation pursuant to this Agreement without the express
10 written consent of the other party. Any other attempted or purported
11 assignment of any right or obligation pursuant to this Agreement shall
12 be void and of no effect.
13 F. Entire Agreement.
14 This Agreement constitutes the complete and final expression
15 of the agreement of the parties and is intended as a complete and
16 exclusive statement of the terms of their agreements and supersedes all
17 prior and contemporaneous offers, promises, representations,
18 negotiations, discussions, communications and agreements which may have
19 been made in connection with the subject matter hereof. All exhibits
20 are incorporated by reference. Compulink represents that in entering
21 into this Agreement, it has not relied on any previous representations
22 or understandings of any kind or nature.
23 G. Partial Invalidity.
24 Wherever possible, each provision hereof will be interpreted
25 in such manner as to be effective and valid under applicable law, but
26 in case any one or more of the provisions contained herein will, for
27 any reason, be held to be invalid, illegal or unenforceable in any
28 respect, such provision will be ineffective to the extent, but only to
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1 the extent, of such invalidity, illegality or unenforceability without
2 invalidating the remainder of such invalid, illegal or unenforceable
3 provision or provisions or any other provision hereof, unless such a
4 construction would be unreasonable or contrary to the intent of the
5 parties as expressed in this Agreement.
6 H. Time of the Essence.
7 Time is of the essence in the performance of this Agreement
8 and of each and every provision hereof. The waiver by the City of any
9 breach or breaches hereof shall not be deemed, nor shall the same
10 constitute, a waiver of any subsequent breach or breaches.
11 I. Risk of Loss.
12 Title and risk of loss or damage shall pass to City and
13 delivery shall be deemed to be complete upon delivery FOB destination.
141 J. Attorneys' Fees.
15 In the event that it becomes necessary for either party to
16 this Agreement to enforce any of the provisions of this Agreement, the
17 parties agree that a court of competent jurisdiction may determine and
18 fix reasonable attorney's fees to be paid to the successful litigant.
19 K. Benefit of Agreement.
20 This Agreement shall bind and benefit the parties hereto and
21 their heirs, successors, and permitted assigns.
22 L. Force Majeure.
23 Neither party shall be considered to be in default in any of
24 its obligations under this Agreement when a failure of performance
25 shall be due to an uncontrollable force. The terms "uncontrollable
26 force" shall mean any cause beyond the control of the party affected,
27 including, but not restricted to, flood, earthquake, storm, fire,
28 lightening, epidemic, war, riot, civil disturbance or disobedience,
1 labor dispute, labor material shortage, sabotage, federal, state, or
2 municipal action, statute, ordinance, or regulation, embargoes or the
3 United States Government or any other government, which by exercise of
4 due diligence such party could not reasonably have been expected to
5 avoid and by exercise to due diligence has been unable to overcome.
6 Either party rendered unable to fulfill any of its obligations under
7 this Agreement by reason of an uncontrollable force, shall give written
8 notice within five (5) business days of such fact to the other party
9 and shall exercise due diligence to remove such inability with all
10 reasonable dispatch.
11 M. Waiver.
12 Any waiver at any time by either party of its rights with
13 respect to a default under this Agreement, or with respect to any other
14 matters arising in connection with this Agreement, shall not be deemed
15 a waiver with respect to subsequent default or other matter.
16 N. Amendment.
17 All changes or modifications to this Agreement shall be in a
18 writing stating that it is an amendment to this Agreement and shall be
19 signed by both parties or their duly authorized agents. This Agreement
20 shall not be modified through course of dealing, usage or trade.
21 O. Acceptance.
22 In the event that Compulink should terminate this Agreement,
23 or otherwise fails and/or refuses to offer support and maintenance
24 service for the software mentioned herein to the City while Compulink
25 offers such services to other units of government or private sector, or
26 Compulink shall fail and/or refuse to offer support and maintenance
27 service for the software herein to the City whether for reasons of
28 bankruptcy, receivership, termination of business or for any other
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reason not herein mentioned, the City shall be entitled to receive the
source code system documentation.
IN WITNESS WHEREOF, the parties have caused this Agreement to
be executed by and through their authorized officers on the date, month
and year first written above.
ATTEST:
BRUCE V. MALKENHORST, City Clerk
APPROVED AS TO FORM:
ERIC T. FRESCH, City Attorney
CITY OF VERNON
By:
LEONIS C. MALBURG, Mayor
COMPULINK MANAGEMENT CENTER,
INC. dba LASERFICHE DOCUMENT
IMAGING
By:
Tit
c/
Title:
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EXHIBIT
0
This document outlines the proposed city-wide expansion of the LaserFiche Document
Management System for the City of Vernon.
Overview
In spite of it's small geographical footprint and residential population, the City of Vernon
has document management needs equivalent to a municipality many times its size. As a
model of an industrial community that promotes the interests of it's local businesses, the
City of Vernon is responsible for maintaining a great deal of documentation. Although
documents are vital to any modem business or government, difficulty accessing them can
be a drain on vital resources. Paper documents kept in filing cabinets or separate storage
areas generate a barrier between the information and the viewer. An inadequate electronic
document storage system can be just as problematic. This causes hours lost every year
to time spent searching for data, as opposed to time spent actually putting it to use.
Because the City of Vernon is seeking to expand its industrial and utility base, these
difficulties can grow exponentially with future development. Also contributing to
inefficiency are the varying document management systems that prevent departments
from sharing information. The City of Vernon requires a comprehensive document
imaging and storage solution that can adapt to the needs of ifs various departments, allow
there to communicate, maintain security for complex levels of access, eliminate
redundancies, and provide unlimited scalability for it's growing mass of records.
Solution
LaserFiche has a proven track record of providing solutions to government agencies and
municipalities, allowing them to get a handle on their documents. Large cities and various
branches of state and federal government have depended on us to get their information to
the people who need it, when they need it. Our software has the following features:
• A simple, intuitive, user friendly interface that allows for a fast leaming curve
• Virtually unlimited scalability and document capacity
• Security that is solid, but flexible enough to allow for a great complexity of roles
and departments
• Great potential for customization
• The elimination and automation of redundancies and repetitive steps that can
make document imaging so time consuming
• The ability to mimic or precisely recreate any organizational structure or filing
system. Our software adapts to you instead the other way around
• Ailows users to find documents in a number of different ways, letting them get the
documents they need every time
Software and Tenn Descri
The following section describes various products and terminology that will be used in the
"Individual Department Overviews and Solutions" section that follows.
LaserFiche Standard Server — This is our high -end server product that provides the
maximum level of performance per concurrent user and the ability to create one
LaserFiche database. Additional databases can be purchased on an as needed basis.
Each database can store a virtually unlimited number of images. The LaserFiche
Standard Server is part of the United product line which is highly optimized for the
Microsoft SQL Server database platform and has been designed to leverage the
capabilities of SQL Server to provide the best possible performance.
LaserFiche Client — This is our latest end -user interface and contains many of the
elements that make our software popular, like a nested folder structure that will give any
Windows user an immediate level of comfort and familiarity. LF Client allows for full
Optical Character Recognition (OCR) and indexing of every word on a document. Using
these full text indexes, a user can create a variety of powerful Boolean word searches that
zero in on their target data. They can also perform template searches, or a combination of
simultaneous word, template, and folder searches. LF Client also features changeable
views, a customizable toolbar, and tools to cleanup scanned images.
LaserFiche Full User — A LaserFiche Full User license enables the user to log into a
LaserFiche database, and, depending on their security access, perform both read and
write functions. This means that the user is not only capable of retrieving data, but also
inputting and editing it
LaserFiche Retrieval User — A LaserFiche Retrieval User license allows read-only access
to a LaserFiche database. This is ideal for users who need to access information, but will
not themselves being inputting or editing information. LaserFiche WebLink takes
advantage of retrieval user licenses to allow read-only, web -based access to the
LaserFiche database.
ScanConnect — ScanConnect is a CD that contains the run-time necessary for a direct
interface between ISIS-compatible scanners and LaserFiche, along with a collection of
ISIS drivers. One ScanConnect license is required for each scanning station.
Quick Fields - Quick Fields is the suite of products that allows for the processing of
documents based on certain criteria found in the document. It is our premier scanner
interface and is recommended for each department. Each Quick Fields workstation is
required to have the base Quick Fields product, and extra functionality can be purchased
through Quick Fields add-ons.
Images are captured, identified, processed, and then sent as documents to a LaserFiche
database. This type of functionality allows dedicated workstations to capture and process
images. Image processing requires minimal user intervention, which allows users to
concentrate on quality control for captured images and making sure that those images are
processed correctly.
LaserFiche Quick Fields is a powerful image document processing application. In addition
to facilitating fast operator indexing, it can perform a variety of image enhancements, OCR
documents for full -text search, and present documents as a slide -show for quality
R
inspection. After processing, finished documents can be uploaded to LaserFiche
immediately or scheduled for uploading during off-peak hours. Images are captured from
LaserFiche batches or documents for off-line processing or directly from a scanner using
the optional ScanConnect add -on.
Quick Fields can use the LaserFiche Capture Engine which allows you to pull documents
or batches from LaserFiche for processing. Quick Fields is excellent for processing
existing documents because it has the capability to pass the name of the document from
LaserFiche, and then back after the documents have been processed. You can take
advantage of Quick Fields' features for your pre-existing LaserFiche Images.
QF Zone OCR — The Zone OCR (Optical Character Recognition) add -on will scan a zone
on an image for text. Only text found within the zone will be extracted. The data returned
by the Zone OCR process can be used to identify a page, populate an index card field,
determine the document name, or determine where the document will be stored.
Audit Trail Monitor —this program allows an administrator to view any conceivable action
that occurs within the LaserFiche database, allowing for full user accountability and
tracking of information dispersement.
Commmity Semites
Jerry Schreiber informed us that Community Services has a backlog of thirty file cabinet
drawers that would be contracted out for scanning. After this all day -forward scanning
would be done in-house. He wanted to be on the main city database so he could have the
most concurrent exchange and access with other departments. Currently HDL is being
used for an automated permitting process. Quick Fields with Zone OCR is suggested as a
solution to speed up the application process. It can automatically extract permit numbers
and other information, fill it into index card fields, name the document, and input it
accordingly into the database. Mr. Schreiber was also very concerned about tracking
database operations, for which we suggest Audit Trail Monitor.
• 1 Full User license for scanning
• 1 ScanConnect license
• 1 Retrieval User licenses to be shared between 10-14 people
• Audit Trail Monitor
Police Department
Captain Benudiz stated that the Police Department has a large backlog and generates
around one thousand documents a month. A large portion of this backlog and continuing
growth are 201 files which currently consist of around five hundred binders, three to five
hundred pages each. Captain Benudiz expressed a strong concern about security for the
Police Department as a whole, and within it's three sub -departments: Internal Affairs, the
Chiefs Once, and Records. A separate database can be used, allowing access only for
department members and those otherwise authorized. Members of one sub -department
should not necessarily have access to other sub -department documents, and LaserFiche
security is very capable of handling this situation. In order to have complete security for the
TIFF images outside of LaserFiche, and the MS -SQL database itself, the Police
Department will administer the server that the LaserFiche installation will reside on.
Captain Benudiz said that he could see a definite benefit to using QuickFields with Zone
OCR for data processing. This would allow case numbers and other important references
to be automatically captured and used for the naming, inputting, and searching of
documents. He also expressed a need for various backup and/or web -based applications
for use during an emergency relocation of city operations. As mentioned in the "Software
and Terms Descriptions" section, WebLink and/or LaserFiche Plus would be simple,
convenient, and more than adequate for this function.
ReconuneMbilHons
• 1 Additional database
• 1 Full User license for scanning
• 1 ScanConnect license
• 2 Retrieval User licenses
• Quick Fields with Zone OCR for data automatic data extraction.
• Audit Trail Monitor
FirtartcelTr+asuriw
Sharon Johnson told us that there is one file cabinet of backlog paperwork and her
department generates around one thousand pages a year. Her regular annual document
generations include an Annual Audit Report (60 pages), Quarterly Reports (3 pages
each), and a Full Yearly Budget Report (500 pages). She stated that there were no
security concerns particular to her department, and that the auditing of database events
would not be necessary.
• 1 Full User license for scanning
• 1 ScanConnect license
• 1 Retrieval licenses
0 Audit Trail Monitor
Risk Managemerrt/Persomel
Joan Francone informed us that her department has a backlog of anywhere from 200,000
to 500,000 documents. They do not wish to archive these (though the system is more
than flexible enough to handle a change in this decision) and will begin with day -forward
scanning. Because of the sensitive nature of personnel files, medical records, and
psychological evaluations, it is recommended that the Risk Management/Personnel
Department have their own database. Other than the auditing of database events to track
the accessing of these sensitive records, there is little need for anything beyond basic
storage and retrieval functions.
• 1 Additional database
• 1 Full User license for scanning
• 1 ScanConnect license
• 1 Retrieval licenses
• Audit Trail Monitor
Nelly Giron said that she has a back -log of around 100,000 pages. She expressed a
desire to have database events audited, as well as a need for basic Quick Fields to assist
with the processing of certain forms. In the future she would possibly be interested in
Internet access to documents and access on CD.
• 1 Full User license for scanning
• 1 ScanConnect license
• 2 Retrieval User licenses
• Audit Trail Monitor
Lewis Poaebon said his department has a backlog of about twenty file cabinets. A small
amount of these have been scanned into an earlier version of LaserFiche and will need to
be transferred into the newer database. Approximately two hundred forty pages are
generated daily. Some physical copies of documents are available to the public at the
health department desk, and perhaps in the future they could be accessible on a computer
in the front/waifing- area. Lewis said that there is no need for web access for the public, or
any other extended functionality. Some of these documents will need redaction (which
comes standard with the LaserFiche Client); however no other particular security needs
were expressed. If it were later determined that the Health department needs its own
database, the system recommended here is capable of handling that situation.
• 1 Full User license for scanning
• 1 ScanConnect license
• 2 Retrieval licenses
Implementation
Although it is not possible to provide the detailed Implementation Plan and Schedule
that will be used to drive the project at this time, a general plan has been included to
provide an overview of the components and milestones involved in completing the
proposed solution.
Implementation Consulting (1 day):
Any implementation of a LaserFiche system must begin with implementation
consulting. The focus of this process is to identify how the client currently manages
and organizes their documents and then model that process electronically using the
LaserFiche system. The goal is to leverage the functionality of the LaserFiche system
to make document handling highly efficient while not imposing arbitrary changes on
current processes. One of the goals of Implementation Consulting will be to develop
the file plan, document indexing schema and security profiles of the system users.
The file plan will be formally written up and submitted for approval.
Software Installation (2 days):
The LaserFiche Server software will be installed, a document repository created and
the initial file plan develop as determined during Implementation Consulting and
approved by City of Vernon personnel. The LaserFiche Client Software and client
side plug -ins will be installed on 6 workstations throughout the City. Additionally, the
scanning workstations will be configured and connected to the proposed scanners.
The LaserFiche WebLink Software will be installed on a web server in the City's
internal network. This will allow read-only, web -based access to the LaserFiche
document repository. Thorough system testing will be conducted and the system will
be deemed ready for production once approval has been received. It is often helpful
to include department supervisors and/or records managers in the administrator
training to provide them with insight as to what will be involved in managing the
system effectively and efficiently.
Administrator Training (112 day):
System Administrator Training actually begins with -the initial Implementation
Consulting meeting. As such, it is important the designated trainee or trainees be
present during this meeting, as well as the installation of the LaserFiche system.
Additionally, a full day will be taken to train the designated people on the specifics of
configuring and supporting the LaserFiche system, including installation, file plan
configuration, backup, security, and support.
End User Training (2 112 days):
End -user training typically consists of two parts. The initial training is designed to
introduce users to the functions and operations of the document management system.
The second phase consists of hands-on training designed to provide real-time assistance
to general and specific working environment concerns. Compulink typically performs the
second phase of end -user training two weeks after the completion of the initial training to
provide assistance to users in a production environment and address any questions that
have arisen through daily use of the system.
Database migration from LaserFiche 4.2 to LaserFiche 6.0. (3 days):
The City of Vernon is currently running LaserFiche 4.2. That version of the product runs
on the Btrieve database. Upgrading to the LaserFiche 6.0 product will involve converting
the LaserFiche database from Btrieve to SQL Server. This will occur in two steps. Step
one involves upgrading the current LaserFiche server from 4.2 to 5.x which in the process
will convert the database from Btrieve to Pervasive format. Step two involves upgrading to
LaserFiche 6.0 and using a database conversion utility to convert the database from
Pervasive to SQL Server.
Merging two LaserFiche templates into one (1 day):
The City has requested to merge two templates in their current LaserFiche system into
one. Merging these two templates will require some customized programming work with
the LaserFiche Toolkit since it is usually recommend modifying the database only with the
LaserFiche API.
VIP Services
To create the least amount of burden on the IT staff, and optimize the benefits of your
LaserFiche software we recommend our VIP support package. Our VIP Services
program offers on -site support, a dedicated support engineer, and remote access
support among other services. Compulink maintains a handful of direct customers in
order to keep close ties with users in various industries through whom we solicit
feedback that is incorporated in the LaserFiche development roadmap.
The following is a list of services that we provide as part of our VIP Services program:
• Dedicated Support Engineer - A PSG Support Engineer will serve as
your primary contact for LaserFiche and hardware support through a
direct telephone line.
• Next Day On -Site Support - The On -Site Support hours can be used
for upgrade installation, problem solving, and consulting. Level 1 VIP
includes ten days a year on -site, level 2 includes five days a year.
• Training — On -site support hours can also be used for training
additional staff features or for "brush up" refresher courses.
• Remote Access Support - Your dedicated PSG Support Engineer
can dial into your LaserFiche server remotely to start the troubleshooting
process in advance of any on -site work needed.
• Preventative Maintenance - Guaranteed, twice -yearly visits will
optimize system functions. As part of these "checkups", PSG can install
new releases (with current LSAP) and new equipment, provide .training
on new features, fa operator errors and make recommendations on
system upgrades.
• Discounted Services — Receive discounts on PSG Services such as
integration with existing systems, workflow management consulting or
converting from other imaging systems. Additional training days can also
be purchased at a discount.
• Discounted Backfile Conversion — Receive discounts on backfile
conversion from microfiche, microfilm. and paper documents ranging in size
from business cards to E-size drawings.
Backtile Conversion
LaserFiche partners with a local scanning service bureau called Accuflex to provide
backfile conversion services for VIP clients. If the City of Vernon becomes a PSG
VIP client, they can take advantage of a discount on AccuFlex's backfile conversion
services.
Accuflex is uniquely qualified to provide digital imaging services for the City of Vernon. For
eleven years. A=Flex has been associated exclusively with LaserFiche, the most widely
implemented document imaging and management solution for government organizations
in California. Through this association, we have completed significant projects for a large
number of organizations with document conversion needs similar to the City of Vemon.
Our association with LaserFiche gives us access to emerging document capture,
processing and enhancement technologies before they are commercially available.
Furthermore, through the partnerships LaserFiche has established with leading hardware
manufacturers, we are able to use the very latest scanner technology available. Having
access to cutting edge software and hardware technology ensures that AccuFlex will
provide the City of Vernon with the highest quality images using the most efficient capture
methodology possible.
LaserFiche Software Assurance Plan
The LaserFxhe Software Assurance Plan (LSAP) provides the coverage necessary to
maintain your LaserFiche solution in the face of the technological changes that are an
inevitable part of doing business in the real world.
• Direct telephone hotline support response from LaserFiche in under 4 hours,
usually within 45 minutes.
• All new software updates (patches).
• Newsletter and technical bulletins.
• Support site access.
1001/6 Credit for Software Upgrades
LaserFiche systems undergo continual customer -driven enhancements, and LaserFiche
engineers leverage advancements in hardware and software to best serve customer
needs. Periodic new releases and updates are necessary to deliver these i nprovements
to customers. LSAP helps subscribers preserve existing investments by providing 100%
credit for software upgrades.
LSAP subscribers also receive free 24-hour FTP access to new LaserFiche releases as
well as updated drivers. LaserFiche routinely issues two to four new releases and updates
per year. Running the most current version of LaserFiche guarantees the best possible
system performance.
Information Direct from the Manufacturer
Reliable, factcxy-direct information is the hest way to stay informed of developments that
affect your document imaging and management solution. LSAP subscribers receive
regular newsletters and technical bulletins to keep users and administrators informed,
including technical tips and stories about how others get the most out of their systems.
The LaserFiche User and Support sites, available exclusively to LSAP subscribers, also
contain advanced technical information, training videos and a user community forum
where users share ideas with thousands of other LaserFdw customers around the world.
subscribers also receive free 24-hour FTP access to new La releases as
we ated drivers. LaserFiche routinely issues two to fou eleases and updates
per year.-MOWU the most current version of Las erFi grantees the best possible
system performs
��-
Reliable, factory -direct informs ' is the best way to ormed of developments that
affect your document imloffrg and management solutio . subscribers receive
regular newsletters arOO16chnical bulletins to keep users and trators informed,
including technical ' and stories about how others get the most out o %17LSystems.
The Lase4Me User and Support sites, available exclusively to LSAP subsdAlWhals4
contajgolMnced technical information, training videos and a user community
whoMusers share ideas with thousands of other LaserFiche customers around the world.
Software modules and user licenses have been proposed to match the needs outlined
previously
Product
No.
Product Name
Version
Quantity
Unit Price
Total Price
30
F Standard Server
6.04
1
1$6,000.00
$6 000.00
31?
Standard Server LSAP
1 1 ear
1,800.00
$1,800.00
A3
Standard Server Additional
atabase
6.04
2
$3,000.00
$6,000.00
A3P
F Standard Server Additional
atabase LSAP
6.04
2
$900.00
$1,800.00
Full User
6.04
6W$200.00
3 000.00
B
Full User LSAP
6.04
6 1 ea
$600.00
Retrieval User
6.04
9
$1 800.00
B
Retrieval UserLSAP
6.04
9 1 ea
360.00
F-1
F- ScanConnect
6.0
6
$0
F
uick Fields
Server new server
6.1
1
$495.00
$495.00
FB
uick Fields LSAP
6.1
1 1 ear
100.00
100.00
F-3
LF F-Zone OCR
6.1
1
2 495.00
$2,495.00
F-313
LF QF-Zone OCR LSAP
6.1
1 1 ear
$500.00
$500.00
7871
Advanced Audit Trail
Server new server
6.0
1
$7,995.00
$7,995.00
7871U6
LF Advanced Audit Trail LSAP
6.0
1 1 ear
$2 390.00
$2,390.00
LF NT Standard credit
5.0
1
- 8 995.00
995.00
48,995.00
SGO03
Database conversion from 4.2 to
6.0
3
$1,500.00
$4,500.00
SGO03
mere
1
$1,800.00
$1,800.00
_Template
SGO01
Implementation
1 day
6
$1 500.00
9 000.00
SGO02
VIP Services
Level II
1
$7,000.00
$7,000.00
Subtotal
SubTotal
Ta
Total
$48,640.00
$2,173.05
$50,813.05
Hardware Requirements
In our experience, most municipalities have established procurement channels through
which hardware can be obtained at a lower cost than we can offer. If the City of Vernon
can obtain hardware that meets or exceeds the speclications of the proposed hardware at
a better rate than listed below, they are welcome to do so.
Hardware recommendations are based on the assumption that the City of Vernon will use
their existing back up software and hardware to backup the proposed digital imaging
system.
Model # Description
Unit Cost Qty Total Cost
im in
Server and Rrag
2650
Dell Power Edge Server
$8,05--
$8,050 4 $8,
Dual 2.6 GHz Intel Xeon Processors
11 GB RAM
4 Channel RAID Card
18 G8 SCSI Hard Drives for OS (R41D 1)
2 8 GB SCSI Hard Dives for SQL Transaction Log
Licensi
11 — 18 SCSI Hard Dnve (Hot Spam)
.Wff)xdyows 2003 wNh 5 CALs
3 Year
par Onsit ananty
PWX
Dell Power It (Extemal Storage).
'goo I
$5,900 1 $5,900
C
4 — 73 GB SCSI Drives
0
Provides GB Usable Storage after
m
RAID 5 and Spam
p
• Expandable to TB
uli
3 Year Onske
nk
Database Management S stem-,
8QL Server 2000
$10,810
$10,810 1 $10,810
a
n
12 Processor License
a
g
e
.Scanners
m
Fujitsu
Fast color scanning up to 48 150 fqVrtrait,
'True
1$3793-85 4 $3793.85
e
ri-4340c
600-dpi optical resolution
n with du r CCD
nt
scanning array
C
400-page automatic document with
w
e
continuous feed offers flexible handling
�F-ha,
nt
er
I year extended warrant
$907.95 1 $907.95
In
C.
Li
ce
Fujitsu
iDuplex color, monoch or grayscale scanning
.48 4 $671348
ns
111-4750C
Fast monochrome sc ning with speeds of up to 50
.$67
e
pprrb90 Jpm at 200 d r (A4 portrait).
A
100-pageautomati document feeder with
gr
lcontinuous4eed.
e
iinfrared docume t double -feed detection prevents
e
� Vsfeeds.
m
.1 yearext ded warranty
'$1402.31- $1402.31
e
Vil
nt
Fujitsu lTrue, SOO-doi optical resolution with dual-CCD $1724.99 4 $15899. 96
1 11-4220C scan array captures minute details
Us(
.ed n reliability and paper -handling capability
re al
e automatic document feeder, flatbed
P�Zwe =apdadgs even more versagl&
year extended warranty $125.75 .00
year -0(
0
.... ... ...
T, ti
-7
Total
$44,980.
agreement between you, the end user, and Compulink Management Center, Inc. ("Compulink"). The
enclosed Compulink software program ("SOFTWARE") is licensed by Compulink to the original customer
and any subsequent transferee of the product for use only on the terms set forth here. Please read this
license agreement. By installing, copying, or otherwise using the SOFTWARE, you accept these terms. If
you do not agree to these terms, DO NOT INSTALL OR USE THE SOFTWARE; you may, however, return
the unopened envelope containing the software together with all accompanying written materials,
packaging and proof of purchase to your software dealer within 30 (thirty) days of the original date of
purchase for a full refund.
I. GRANT OF LICENSE. This Compulink product contains some or all of the following types of
software: "SERVER SOFTWARE" that provides services on a computer called a server and "CLIENT
SOFTWARE" that allows a computer or workstation to access or utilize the services provided by the Server
Software. Compulink grants to you the following rights to the Server Software and the Client Software
(collectively plied the "SOFTWARE
The CD or diskette(s) on which the SOFTWARE resides may contain several copies of the SERVER
SOFTWARE, each of which is compatible with different operating systems. You may install the SERVER
SOFTWARE for use with only one of those operating systems at any given time. You may install one copy
of the SERVER SOFTWARE on a single computer (the computer running the SERVER SOFTWARE shall
be refen�ed to as the "SERVER"). You may install the CLIENT SOFTWARE on any computer or
workstation.
You may use one copy of the SERVER SOFTWARE on one SERVER. The maximum number of
computers or workstations that may be connected to, access or otherwise utilize the services of the Server
at a given point in time is equal to the number of Client Licenses that you have acquired and designated for
use exclusively with that Server. The number of authorized licenses is shown on the Licensing Disk
accompanying the SOFTWARE. If you desire to increase the number of Client computers connected to,
have access to, or otherwise utilize the services of the server you must purchase additional connection
licenses. Please contact the Company for further information.
11. COPYRIGHT. The SOFTWARE is owned by Compulink and is protected by United States copyright
laws and International treaty provisions. You must treat the SOFTWARE like any other copyrighted
material except you may install the SOFTWARE on a single computer provided you keep the original solely
for backup or archival purposes. You may not copy the printed materials accompanying the SOFTWARE.
III. OTHER RESTRICTIONS. You may not sublicense, assign, loan, rent or lease the SOFTWARE, but
you may transfer the SOFTWARE, and accompanying written materials on a permanent basis, provided
you retain no copies and the recipient agrees to the terms of this agreement. You may not reverse
engineer, decompile, disassemble, or created derivative works from the SOFTWARE.
IV. LIMITATION OF WARRANTY ON MEDIA. The media (not SOFTWARE) is warranted to the original
purchaser against defects in material and workmanship for a period of three (3) months from the date of
original purchase. Defective media will be replaced when it is returned postage prepaid with a copy of the
purchase receipt to Compulink.
V. LIMITATION OF LIABILITY. UNDER NO CIRCUMSTANCES AND UNDER NO LEGAL THEORY,
TORT, CONTRACT, OR OTHERWISE, SHALL COMPULINK, ITS SUPPLIERS OR RESELLERS BE
LIABLE TO YOU OR ANY OTHER PERSON FOR ANY INDIRECT, SPECIAL, INCIDENTAL, OR
CONSEQUENTIAL DAMAGES WHATSOEVER (INCLUDING, WITHOUT LIMITATION, DAMAGES FOR
LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, OR
ANY OTHER PECUNIARY LOSS) ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE
OR PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES EVEN IF COMPULINK HAS
BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. IN NO EVENT WILL COMPULINK BE
LIABLE FOR ANY DAMAGES IN EXCESS OF THE AMOUNT COMPULINK RECEIVED FROM YOU FOR
A LICENSE TO THE SOFTWARE. SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR
LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THE ABOVE LIMITATION MAY
NOT APPLY TO YOU.
VI . U.S. Government Restricted Rights. Use, duplication, or disclosure by the United States Government
is subject to restrictions as set forth in FAR 52.227-14 (June 1987), Alternate III(g)(3XJune 1987), FAR
52.227.19 (June 1987), or DFARS 52.227-7013 (c)(1)(ii)(June 1988), as applicable.
Contractor/Manufacturer is Compulink Management Center, Inc., 3545 Long Beach Blvd, Long Beach, CA
90807.
VII. GENERAL. If any provision of the agreement is found to be unlawful, void, or unenforceable, then
that provision shall be severed from this agreement and will not affect the validity and enforceability of any
of the remaining provisions.
This license agreement contains the sole and exclusive agreement between you and Compulink relating to
its subject matter. It shall not be modified or amended in any way by any purchase order or other
document issued by you, but may be amended only by a writing signed by both you and Compulink and
specifically referring to it.
This agreement will be governed by the Laws of the State of California, except for that body of the law
dealing with conflicts of law. The headings are for convenience only and are not to be used to interpret this
agreement
Should you have any questions concerning this agreement, or if you desire to contract Compulink for any
reason, please write: Compulink Management Center, Inc., 3545 Long Beach Blvd, Long Beach, CA
90807.
(c) 1993-2003 Compulink Management Cuter, Inc.
Signatures
City of Vernon Compulink Management Center
Name
Title
Date
Signature
Name
Title
Date
Signature
EXHIBIT
lop
subscribers also receive free 24-hour FTP access to new
updated drivers. LaserFiche routinely issues two to four nE
ippuTeleases as
ases and updates
per ye nning the most current version of LaserFiche tees the best possible
system
Information Direct from �ufactu
Reliable, factory -direct informa t y to stay informed of developments that
affect your document irn and manag solution. LSAP subscribers receive
regular newsletters ethnical bulletins to k and administrates informed,
including techn' and stories about how others get t out of their systems.
The a User and Support sites, available exclusively to LS s also
con advanced technical information, training videos and a user community forum
e users share ideas with thousands of other LaserFiche customers around the world.
Software modules and user licenses have been proposed to match the needs outlined
previously
Product
No.
Product Name
Version
Quantity
Unit Price
Total Price
30
Standard Server
6.04
1
$6,000.00
$6 000.00
3P
Standard Server LSAP
$1,800.00
$1,800.00
A3
LF Standard Server Additional
atabase
6.04
2
$3,000.00
$6,000.00
A3P
Standard Server Additional
atabase LSAP
6.04
2
$900.00
$1,800.00
Full User
6.04
6
3 000.00
B
F Full User LSAP
6.04
6 1 ear
600.00
Retrieval User
6.04
9
[E$200.00
$1,800.00
B
Retrieval User LSAP
6.04
9 1 ear
360.00
F-1
F- ScanConnect
6.0
6
0
F
Nick Fields
Server: new server
6.1
1
$495.00
$495.00
FB
Nick Fields LSAP
6.1
1 1 ear
100.00
$100.00
F-3
F-Zone OCR
6.1
1
$2,495.00
$2,495.00
F-36
F F-Zone OCR LSAP
6.1
1 1 ear
$500.00
$500.00
7871
Ndvanced Audit Trail
Server new server
6.0
1
$71995.00
$7,995.00
7871U6
Y Advanced Audit Trail LSAP
6.0
1 1 ear
2 390.00
$2,390.00
NT Standard credit
5.0
1
- 8 995.00
- 8 995.00
SGO03
atabase conversion from 4.2 to
.0
3
$1,500.00
$4,500.00
SGO03
em late merge
i
$1,800.00
$1,800.00
G001
m lementatron
1 day6
1 500.00
9 000.00
GO02
IP Services
Level II 1
1
$7,000.00
$7,000.00
Subtotal
SubTotal
Taxi
Total
$48,640.00
$2,173.05
$50 813.05
EXHIBIT
C
1 EXHIBIT C
2 INSURANCE SCHEDULE
3 Compulink shall provide proof of insurance, including a standard certificate of insurance, in at least the
following amounts and coverage (combined single limit permitted):
4
I Coverage and Limits
5 Bodily Injury Prope Damage
6 Hazards Each Person Each Accident Each Accident
7 Automobile Liability
Owned Automobiles $ 500,000 $1,000,000 $ 500,000
8 Hired Automobiles $ 500,000 $1,000,000 $ 500,000
91 Non -Owned Automobiles $ 500,000 $1,000,000 $ 500,000
Workers' Compensation $ Statutory
10 Employers' Liability $1,000,000 per employer
11 11. Liability
12 General Liability $1,000,000 $2,000,000 $1,000,000
13 Premises Operations $1,000,000 $2,000,000 $1,000,000
Elevators (if applicable) $1,000,000 $2,000,000 $1,000,000
14 Independent Contractors $1,000,000 $2,000,000 $1,000,000
Products - Completed Operations $1,000,000 $2,000,000 $1,000,000
15 Contractual Liability $1,000,000 $2,000,000 $1,000,000
16 Umbrella Liability $2,000,000 $2,000,000 $2,000,000
17 a. The general liability policy shall contain the following special endorsements which shall be noted
18 on or attached to the standard certificate of insurance:
19 1. An endorsement naming the City of Vernon, its officers, and employees as additional insureds
under the policy.
20 2. An endorsement providing the City of Vernon thirty (30) days notice of cancellation or material
reduction of coverage.
21 3. An endorsement providing coverage for all operations under this Agreement.
22 4. Such other endorsement as may be required by addendum hereto.
23 b. In addition to the standard certificate of insurance, proof of liability coverage shall be furnished in
the form checked below.
24
X For each policy, a notarized letter from the underwriter or carrier certifying that the coverage and
2 5 statements in the standard certificate of insurance (attached thereto) are true and correct and that the
26 signator is an officer authorized to so certify.
OR
27 _ A copy of each policy certified by an officer of the underwriter or carrier and notarized.
28 City will not accept the above proofs of insurance when certified by an insurance agent or broker.
EXHIBIT "C"
SUPPORTING
DOCUMENTS
�S
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AGREEMENT FOR LASERFICHE DOCUMENT MANAGEMENT SYSTEM
THIS AGREEMENT is made, entered into and executed in
duplicate originals, either copy of which may be considered and used as
the original hereof for all purposes, as of this No of November,
2003, in the City of Vernon, County of Los Angeles, California
� BY AND BETWEEN
AND
n r+r.Tmnr �
CITY OF VERNON (hereinafter
referred to as "City")
4305 Santa Fe Avenue
Vernon, CA 90058
COMPULINK MANAGEMENT CENTER,
INC. dba LASERFICHE DOCUMENT
IMAGING (hereinafter referred
to as "Compulink")
3545 Long Beach Boulevard
Long Beach, CA 90807
WHEREAS, the City's current computerized records management
system is outdated and lacks functionality and support; and
WHEREAS, the City desires to update and expand its current
computerized records management system to meet the needs of its various
departments, thereby improving the effectiveness of its operation and
enhancing the services provided to citizens, residents and businesses
within the Vernon community; and
WHEREAS, Compulink has prepared a proposal for a laserfiche
document management system for the City (the "Proposal"), a copy of
which is attached hereto as Exhibit "A" and incorporated herein by
reference; and
WHEREAS, Compulink represents that it can provide the City
with a comprehensive document imaging and storage solution that can
adapt to the needs of its various departments, maintain security for
1 complex levels of access, eliminate redundancies, and provide unlimited
2 scalability for its growing mass of records; and
3 WHEREAS, Compulink is a well -established vendor of laserfiche
4 document management systems for governmental agencies and
5 municipalities and LaserFiche® is a registered trademark of Compulink;
6 and
7 WHEREAS, the City desires to enter into an agreement with
8 Compulink, to provide a laserfiche document management system with the
9 necessary software, licensing, training and support services
10 (hereinafter collectively referred to the "LaserFiche System"); and
11 WHEREAS, Compulink represents that it is qualified and
12 capable of providing the LaserFiche System described in Exhibit "A"
13 that the City requires and is willing to do so on the terms and
14 conditions set forth below.
15 NOW, THEREFORE, THE PARTIES HERETO DO MUTUALLY AGREE AS SET
16 FORTH HEREIN:
17 1. Scope of Services.
18 Compulink agrees to sell, license, deliver, install, test and
19 maintain the LaserFiche System, as set forth and described in detail in
20 its Proposal, and perform the following services: Implementation
21 (implementation consulting, software installation, administrator
22 training, end user training), Customized Services (database migration
23 from LaserFiche 4.2 to LaserFiche 6.0 and merging two LaserFiche
24 templates into one), Support (VIP services program) that includes a
25 dedicated support engineer, next day on -site support, training, remote
26 access support, preventative maintenance, discounted services and
27 discounted backfile conversion, LaserFiche Software Assurance Plan and
28 software upgrades. Compulink's Proposal does not include a detailed
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1 Implementation Plan and Schedule at this time. Compulink will not be
2 performing the actual scanning of documents. In the event of a
3 conflict between the Proposal and this Agreement, the terms of this
4 Agreement shall prevail.
5 2. Time of Performance.
6 The term of this Agreement shall commence no later than
7 thirty (30) days after the City provides Compulink with a purchase
81 order to begin performance under this Agreement and shall continue for
9 a period of one (1) year from the date of issuance of the purchase
10 order ("Initial Term"). The VIP support will officially start 30 days
11 after first invoice but physical VIP services will start on scheduled
12 install date. City shall have an option to continue the licensing of
13 any software and/or maintenance services on a year-to-year basis under
14 the same applicable terms and conditions as prescribed in this
15 Agreement. If City desires, at its sole discretion, to exercise its
16 annual renewal option, City shall advise Compulink in writing of its
17 intent to exercise its option no later than 30 days before the
18 expiration of the existing term. The City Administrator, of his
19 designee, is authorized to exercise said option on behalf of City.
3. Price.
20
21 A. Initial Term. The total amount to be paid to Compulink
22 for the LaserFiche System under the Proposal, during the Initial Term,
23 shall not exceed the sum of Fifty Thousand Eight Hundred Thirteen
24 Dollars and Five Cents ($50,813.05), including taxes, as described in
25 more detail in the pricing schedule attached hereto as Exhibit "B" and
26 made a part hereof.
27 B. Renewal Term(s). Should City wish to exercise its
28 option to continue the licensing of any software and/or maintenance
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{
1 services, the rates shall remain the same as those contained in Exhibit
2 "B" unless otherwise changed by mutual agreement of the parties. If
3 either party wishes to change the rate of compensation to be paid for
4 any license and/or maintenance services, written notice of said change
5 shall be provided to the other party no later than 60 days before the
6 expiration of the existing term.
7 4. Payment Terms.
8 A. Initial Term. During the Initial Term, City agrees to
9 pay Compulink in progress payments as follows:
10 (1) Fifty percent (50%) of the total purchase price
11 upon issuance of a purchase order;
12 (2) Twenty-five percent (25%), net sixty (60) days
13 after delivery to the site and City's receipt of an invoice from
14 Compulink; and
15 (3) Twenty-five percent (25%), net sixty (60) days
16 after acceptance of the LaserFiche System by City FOB destination and
17 City's receipt of an invoice from Compulink. In any event, City shall
18 pay the balance due Compulink no longer than ten (10) days from the net
19 sixty (60) day term referenced herein.
20 Compulink shall be responsible for paying any subcontractors
21 used in the performance of this Agreement; subcontractors shall not
22 bill the City directly.
23 B. Renewal Term(s). Should City exercise its option to
24 continue the licensing of any software and/or maintenance services,
25 City shall pay Compulink net thirty (30) days after City's receipt of
26 an invoice from Compulink.
27 5. Change and Extra Services.
28 The City reserves the right to request changes in the
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delivery dates, additions to or deletions from the number of user
licenses purchased from Compulink. All such changes shall be
incorporated in written change orders executed by the City and
Compulink, that shall specify the changes ordered and the adjustment of
prices, delivery schedules. and warranties. Any services or licenses
added to this Agreement, under this section, shall be executed under
all applicable conditions of this Agreement. No claim for additional
compensation or extension of time shall be recognized unless contained
in a duly executed change order.
6. Cancellation/Default.
In the event that Compulink commits a breach of a material
condition of this Agreement, City shall notify Compulink in writing of
said breach and if Compulink has not cured or begun reasonable efforts
to cure after fifteen (15) days of receipt of said notice, and fails to
diligently pursue corrective action, then City shall have the right to
cancel this Agreement for cause based on Compulink's default.
Compulink shall be responsible for any direct costs due to City's re -
procurement of the equivalent of the software or services cancelled
from Compulink.
7. Termination.
This Agreement may be terminated by City without cause on
thirty (30) days written notice. Compulink shall be entitled to the
compensation earned by it prior to the date of the term.-ination notice,
computed pro rata up to and including that date, plus compensation for
work performed during the thirty -day notice period and authorized in
the termination notice.
8. Confidential Information.
A. Access t"n rnnfiH.-ni-inl Tnfnrmn+Fi—n
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City may provide
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1 Compulink and/or its subcontractor with, or allow Compulink and/or its
2 subcontractors access to, certain information not available to the
3 public concerning, but not limited to City, or businesses located in
4 City. The information may include, but is not limited to, company
5 information, taxes, sales, value of assets, utility usage, or other
6 such information. All such information shall be known as "Confidential
7 Information" and may not be used to circumvent the responsibility of
8 either party to this Agreement.
9 B. No Disclosure. Except as expressly permitted, Compulink
10 and/or its subcontractor shall not disclose, permit the disclosure of,
11 release, disseminate, or transfer, whether orally or•by any other
12 means, any part of such Confidential Information to any other person or
13 entity, whether corporate, governmental, or individual, without the
14 express prior written consent of an authorized representative of City
15 Compulink and/or its subcontractor shall return any written
16 Confidential Information, and all copies made of such items, to City
17 upon City's written request, but in any event not later than the date
18 that Compulink and/or its subcontractor has performed all services to
19 be performed pursuant to this Agreement. Compulink hereby agrees that
20 such Confidential Information and any documents provided may be used by
211 Compulink and/or its subcontractor only as authorized by City.
221 Compulink shall include a contract provision in its contract with
23 subcontractors that bind the subcontractors to this non, -disclosure
24 requirement. Compulink shall take reasonable measures to avoid any
25 disclosure of any such Confidential Information to any unauthorized
26 person.
27 C. Court Ordered Disclosure. Compulink shall immediately
28 notify City of any court order or subpoena requiring disclosure of
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Confidential Information, and shall cooperate with City's legal counsel
in responding to any such order or subpoena. Compulink may only
disclose Confidential Information required to be disclosed pursuant to
court order or subpoena after legal counsel has exhausted any lawful
I and timely appeal or challenge.
D.
Remedies.
In addition to any other
remedies that
it may
have at law or
in equity,
City shall be entitled to
a temporary
and
permanent injunction by a court of competent jurisdiction against any
breach or threatened breach of the Confidential Information provisions
of this Agreement. Compulink acknowledges that in case of such breach
or threatened breach of said provisions, City would have no adequate
remedy at law.
9. Warranties.
Compulink agrees that the software Compulink provides
pursuant to this Agreement shall meet the standard of performance
specified in Compulink's documentation before such items are accepted
by the City. Compulink's documentation is incorporated herein by this
reference as though set forth at length. Compulink warrants that the
maintenance and support service hereunder shall permit the City to be
provided with a complete and usable system. All manufacturers'
warranties, any warranties typically provided by Compulink and any
other warranties made applicable by law shall apply to the City's
purchase of the LaserFiche System. Compulink warrants,that the
services to be rendered pursuant to this Agreement shall be performed
in accordance with the standards customarily provided by an experienced
and competent professional organization rendering the same or similar
services.
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1 10. Compliance with Laws.
2 Compulink shall strictly observe and comply with all
3 applicable federal, state, and local laws, ordinances and regulations
4 governing this sale, including but not limited to any permit or license
5 requirements of the United States Department of Commerce, as well as
6 any laws of the United States of America.
7 11. Governing Law.
8 The validity, interpretation and performance of this
9 Agreement shall be controlled and construed under the laws of the State
10 of California.
11 12. Forum Selection.
12 Any action brought relating to this Agreement shall be
13 brought and held exclusively in a State Court in the County of Los
14 Angeles, California.
15 13. Notices.
16 Notices to the parties, unless otherwise requested in
17 writing, shall be sent to:
18 City: CITY OF VERNON
ATTN: BRUCE V. MALKENHORST
19 CITY ADMINISTRATOR
201 4305 SANTA FE AVENUE
VERNON, CA 90058-0805
21 Compulink: COMPULINK MANAGEMENT CENTER, INC.
22 DBA LASERFICHE DOCUMENT IMAGING
ATTN: RALF R. FOWLER, REGIONAL MANAGER
23 3545 LONG BEACH BOULEVARD, SUITE 110
LONG BEACH, CA 90807
24
14. General Provisions.
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A. Independent Contractor.
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27 At all times during the term of this Agreement, Compulink
28 shall be an independent contractor and shall not be an employee of the
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City. The City shall have the right to control Compulink only insofar
as the results of Compulink's services rendered pursuant to this
Agreement; however, the City shall not have the right to control the
means by which Compulink accomplishes services rendered pursuant to the
Agreement except to the extent that such services involve the use of
City property or Confidential Information.
B. Compulink Not Agent.
Except as.the City may specify in writing, Compulink shall
have no authority, express or implied, to act on behalf of the City in
any capacity whatsoever as an agent. Compulink shall have no authority,
express or implied, pursuant to this Agreement to bind the City to any
obligation whatsoever.
C. Indemnification.
Compulink shall indemnify, defend, protect and hold the City
and its officers, agents and employees, free and harmless from and
against any and all claims, demands, losses, damages, liabilities,
fines, charges, penalties, orders, judgments and all costs and expenses
incurred in connection therewith, including reasonable attorney's fees
and costs of defense arising out of or attributable to the negligent or
wrongful acts of Compulink or its subcontractors, employees or agents
in the performance of services under this Agreement, except to the
extent arising from or caused by the sole negligence or willful
misconduct of the City, its officers, agents or employees.
D. Comprehensive General and Automobile Insurance.
Compulink agrees to provide insurance in the amounts and
forms specified in Exhibit "C," which is attached hereto and made a
part hereof by reference. Comparable coverage shall be provided for
each subcontractor used in the performance of this Agreement.
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1 Compulink shall submit to the City documentation indicating compliance
2 with these minimum requirements no less than one (1) day prior to the
3 beginning of performance under this Agreement. Compulink shall not
4 commence performance of its services under this Agreement until the
5 above insurance has been obtained and proof of insurance has been filed
6 with and approved by the City.
7 E. Assignment and Subcontracting Prohibited.
8 No party to this Agreement may assign or subcontract any
9 right or obligation pursuant to this'Agreement without the express
10 written consent of the other party. Any other attempted or purported
11 assignment of any right or obligation pursuant to this Agreement shall
12 be void and of no effect.
13 F. Entire Agreement.
14 This Agreement constitutes the complete and final expression
15 of the agreement of the parties and is intended as a complete and
16 exclusive statement of the terms of their agreements and supersedes all
17 prior and contemporaneous offers, promises, representations,
181 negotiations, discussions, communications and agreements which may have
19 been made in connection with the subject matter hereof. All exhibits
20 are incorporated by reference. Compulink represents that in entering
21 into this Agreement, it has not relied on any previous representations
22 or understandings of any kind or nature.
23 G. Partial Invalidity.
24 Wherever possible, each provision hereof will be interpreted
251 in such'manner as to be effective and valid under applicable law, but
261 in case any one or more of the provisions contained herein will, for
27 any reason, be held to be invalid, illegal or unenforceable in any
28 respect, such provision will be ineffective to the extent, but only to
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1 the extent, of such invalidity, illegality or unenforceability without
2 invalidating the remainder of such invalid, illegal or unenforceable
3 provision or provisions or any other provision hereof, unless such a
4 construction would be unreasonable or contrary to the intent of the
5 parties as expressed in this Agreement.
6 H. Time of the Essence.
71 Time is of the essence in the performance of this Agreement
8 and of each and every provision hereof. The waiver by the City of any
91 breach or breaches hereof shall not be deemed, nor shall the same
10 constitute, a waiver of any subsequent breach or breaches.
11 I. Risk of Loss.
12 Title and risk of loss or damage shall pass- to City and
13 delivery shall be deemed to be complete upon delivery FOB destination.
14 J. Attorneys' Fees.
15 In the event that it becomes necessary for either party to
16 this Agreement to enforce any of the provisions of this Agreement, the
17 parties agree that a court of competent jurisdiction may determine and
18 fix reasonable attorney's fees to be paid to the successful litigant.
19 K. Benefit of Agreement.
20 This Agreement shall bind and benefit the parties hereto and
21 their heirs, successors, and permitted assigns.
22 L. Force Majeure.
23 Neither party shall be considered to be in default in any of
24 its obligations under this Agreement when a failure of performance
251 shall be due to an uncontrollable force. The terms "uncontrollable
26 force" shall mean any cause beyond the control of the party affected,
27 including, but not restricted to, flood, earthquake, storm, fire,
28 lightening, epidemic, war, riot, civil disturbance or disobedience,
1 labor dispute, labor material shortage, sabotage, federal, state, or
2 municipal action, statute, ordinance, or regulation, embargoes or the
3 United States Government or any other government, which by exercise of
4 due diligence such party could not reasonably have been expected to
5 avoid and by exercise to due diligence has been unable to overcome.
6 Either party rendered unable to fulfill any of its obligations under
7 this Agreement by reason of an uncontrollable force, shall give written
8 notice within five (5) business days of such fact to the other party
9 and shall exercise due diligence to remove such inability with all
10 reasonable dispatch.
it M. Waiver.
12 Any waiver at any time by either party of its rights with
13 respect to a default under this Agreement, or with respect to any other
14 matters arising in connection with this Agreement, shall not be deemed
15 a waiver with respect to subsequent default or other matter.
16 N. Amendment.
171 All changes or modifications to this Agreement shall be in a
18 writing stating that it is an amendment to this Agreement and shall be
19 signed by both parties or their duly authorized agents. This Agreement
20 shall not be modified through course of dealing, usage or trade.
21 0. Acceptance.
22 In the event that Compulink should terminate this Agreement,
23 or otherwise fails and/or refuses to offer support and maintenance
24 service for the software mentioned herein to the City while Compulink
25 offers such services to other units of government or private sector, or
26 Compulink shall fail and/or refuse to offer support and maintenance
27 service for the software herein to the City whether for reasons of
28 bankruptcy, receivership, termination of business or for any other
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reason not herein mentioned, the City shall be entitled to receive the
source code system documentation.
IN WITNESS WHEREOF, the parties have caused this Agreement to
be executed by and through their authorized officers on the date, month
and year first written above.
CITY OF VERNON
By:
NIS C. MALB G, Ma or
ATTEST LEO
BRUCE V. MALKENHORST, City Clerk
APPROVED AS TO F RM:
ERIC T. FRE H, City Attorney
COMPULINK MANAGEMENT CENTER,
INC. dba LASERFICHE DOCUMENT
IMAGING
By:
Tit
BIT
Title:
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This document outlines the proposed city-wide expansion of the LaserFiiche Document
Management System for the City of Vernon.
Overview
In spite of it's small geographical footprint and residential population, the City of Vernon
has document management needs equivalent to a municipality many times it's size. As a
model of an industrial community that promotes the interests of it's local businesses, the
City of Vernon is responsible for maintaining a great deal of documentation. Although
documents are vital to any modem business or government, difficulty accessing them can
be a drain on vital resources. Paper documents kept in filing cabinets or separate storage
areas generate a barrier between the information and the viewer. An inadequate electronic
document storage system can be just as problematic. This causes hours lost every year
to time spent searching for data, as opposed to time spent actually putting it to use.
Because the City of Vernon is seeking to expand its industrial and utility base, these
difficulties can grow exponentially with future development. Also contributing to
inefficiency are the varying document management systems that prevent departments
from sharing information. The City of Vernon requires a comprehensive document
imaging and storage solution that can adapt to the needs of ifs various departments, allow
them to communicate, maintain security for complex levels of access, eliminate
redundancies, and provide unlimited scalability for ifs growing mass of records.
LaserFiche has a proven track record of providing solutions to government agencies and
municipalities, allowing them to get a handle on their documents. Large cities and various
branches of state and federal government have depended on us to get their information to
the people who need it, when they need it. Our software has the following features:
• A simple, intuitive, user friendly interface that allows for a fast learning curve
• Virtually unlimited scalability and document capacity
• Security that is solid, but flexible enough to allow for a great complexity of roles
and departments
• Great potential for customization
• The elimination and automation of redundancies and repetitive steps that can
make document imaging so time consuming
r�
• The ability to mimic or precisely recreate any organizational structure or filing
system. Our software adapts to you instead the other way around
• Allows users to find documents in a number of different ways, letting them get the
documents they need every time
Software and Term Descriptions
The following section describes various products and terminology that will be used in the
"Individual Department Overviews and Solutions" section that follows.
LaserFiche Standard Server — This is our high -end server product that provides the
maximum level of performance per concurrent user and the ability to create one
LaserFiche database. Additional databases can be purchased on an as needed basis.
Each database can store a virtually unlimited number of images. The LaserFiche
Standard Server is part of the United product line which is highly optimized for the
Microsoft SQL Server database platform and has been designed to leverage the
capabilities of SQL Server to provide the best possible performance.
LaserFiche Client — This is our latest end -user interface and contains many of the
elements that make our software popular, like a nested folder structure that will give any
Windows user an immediate level of comfort and familiarity. LF Client allows for full
Optical Character Recognition (OCR) and indexing of every word on a document. Using
these full text indexes, a user can create a variety of powerful Boolean word searches that
zero in on their target data. They can also perform template searches, or a combination of
simultaneous word, template, and folder searches. LF Client also features changeable
views, a customizable toolbar, and tools to cleanup scanned images.
LaserFiche Full User — A LaserFiche Full User license enables the user to log into a
LaserFiche database, and, depending on their security access, perform both read and
write functions. This means that the user is not only capable of retrieving data, but also
inputting and editing it.
LaserFiche Retrieval User — A LaserFiche Retrieval User license allows read-only access
to a LaserFiche database. This is ideal for users who need to access information, but will
not themselves being inputting or editing information. LaserFiche Webl-ink takes
advantage of retrieval user licenses to allow read-only, web -based access to the
LaserFiche database.
ScanConnect — ScanConnect is a CD that contains the run-time necessary for a direct
interface between ISIS-compatible scanners and LaserFiche, along with a collection of
ISIS drivers. One ScanConnect license is required for each scanning station.
Quick Fields Quick Fields is the suite of products that allows for the processing of
documents based on certain criteria found in the document. It is our premier scanner
interface and is recommended for each department. Each Quick Fields workstation is
required to have the base Quick Fields product, and extra functionality can be purchased
through Quick Fields add-ons.
Images are captured, identified, processed, and then sent as documents to a LaserFiche
database. This type of functionality allows dedicated workstations to capture and process
images. Image processing requires minimal user intervention, which allows users to
concentrate on quality control for captured images and making sure that those images are -
processed correctly.
LaserFiche Quick Fields is a powerful image document processing application. In addition
to facilitating fast operator indexing, it can perform a variety of. image enhancements, OCR
documents for full -text search, and present documents as a slide -show for quality
inspection. After processing, finished documents can be uploaded to LaserFiche
immediately or scheduled for uploading during off-peak hours. Images are captured from
LaserFiche batches or documents for off-line processing or directly from a scanner using
the optional ScanConnect add -on.
Quick Fields can use the LaserFiche Capture Engine which allows you to pull documents
or batches from LaserFiche for processing. Quick Fields is excellent for processing
existing documents because it has the capability to pass the name of the document from
LaserFiche, and then back after the documents have been processed. You can take
advantage of Quick Fields' features for your pre-existing LaserFiche images.
QF Zone OCR — The Zone OCR (Optical Character Recognition) add -on will scan a zone
on an image for text. Only text found within the zone will be extracted. The data returned
by the Zone OCR process can be used to identify a page, populate an index card field,
determine the document name, or determine where the document will be stored.
Audit Trail Monitor —this program allows an administrator to view any conceivable action
that occurs within the LaserFiche database, allowing for full user accountability and
tracking of information dispersement.
Individual Department Overviews & Solutions
Community Services
Jerry Schreiber informed us that Community Services has a backlog of thirty file cabinet
drawers that would be contracted out for scanning. After this all day -forward scanning
would be done in-house. He wanted to be on the main city database so he could have the
most concurrent exchange and access with other departments. Currently HDL is being
used for an automated permitting process. Quick Fields with Zone OCR is suggested as a
solution to speed up the application process. It can automatically extract permit numbers
and other information, fill it into index card fields, name the document, and input it
accordingly into the database. Mr. Schreiber was also very concerned about tracking
database operations, for which we suggest Audit Trail Monitor.
Recommendations
• 1 Full User license for scanning
• 1 ScanConnect license
• 1 Retrieval User licenses to be shared between 10-14 people
�A
• Audit Trail Monitor
Police Department
Captain Benudiz stated that the Police Department has a large backlog and generates
around one thousand documents a month. A large portion of this backlog and continuing
growth are 201 files which currently consist of around five hundred binders, three to five
hundred pages each. Captain Benudiz expressed a strong concern about security for the
Police Department as a whole, and within it's three sub -departments: Internal Affairs, the
Chiefs Office, and Records. A separate database can be used, allowing access only for
department members and those otherwise authorized. Members of one sub -department
should not necessarily have access to other sub -department documents, and LaserFiche
security is very capable of handling this situation. In order to have complete security for the
TIFF images outside of LaserFiche, and the MS -SQL database itself, the Police
Department will administer the server that the LaserFiche installation will reside on.
Captain Benudiz said that he could see a definite benefit to using QuickFields with Zone
OCR for data processing. This would allow case numbers and other important references
to be automatically captured and used for the naming, inputting, and searching of
documents. He also expressed a need for various backup and/or web -based applications
for use during an emergency relocation of city operations. As mentioned in the "Software
and Terms Descriptions" section, WebLink and/or LaserFiche Plus would be simple,
convenient, and more than adequate for this function.
• 1 Additional database
• 1 Full User license for scanning
• 1 ScanConnect license
• 2 Retrieval User licenses
• Quick Fields with Zone OCR for data automatic data extraction.
• Audit Trail Monitor
FifKRUMf Deastwor
Sharon Johnson told us that there is one file cabinet of backlog paperwork and her
department generates around one thousand pages a year. Her regular annual document
generations include an Annual Audit Report (60 pages), Quarterty Reports (3 pages
each), and a Full Yearly Budget Report (500 pages). She stated that there were no
security concerns particular to her department, and that the auditing of database events
would not be necessary.
• 1 Full User license for scanning
• 1 ScanConnect license
• 1 Retrieval licenses
• Audit Trail Monitor
Risk ManagemenWersonnel
Joan Francone informed us that her department has a backlog of anywhere from 200,000
to 500,000 documents. They do not wish to archive these (though the system is more
than flexible enough to handle a change in this decision) and will begin with day -forward
scanning. Because of the sensitive nature of personnel files, medical records, and
psychological evaluations, it is recommended that the Risk Management/Personnel
Department have their own database. Other than the auditing of database events to track
the accessing of these sensitive records, there is little need for anything beyond basic
storage and retrieval functions.
• 1 Additional database
• 1 Full User license for scanning
• 1 ScanConnect license
• 1 Retrieval licenses
Audit Trail Monitor
City Clerk
Nelly Giron said that she has a back -log of around 100,000 pages. She expressed a
desire to have database events audited, as well as a need for basic Quick Fields to assist
with the processing of certain forms. In the future she would possibly be interested in
Internet access to documents and access on CD.
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• 1 Full User license for scanning
• 1 ScanConnect license
• 2 Retrieval User licenses
• Audit Trail Monitor .,
Overview
Lewis Poaebon said his department has a backlog of about twenty file cabinets. A small
amount of these have been scanned into an earlier version of LaserFiche and will need to
be transferred into the newer database. Approximately two hundred forty pages are
generated daily. Some physical copies of documents are available to the public at the
health department desk, and perhaps in the future they could be accessible on a computer
in the front/wai6ng-area. Lewis said that there is no need for web access for the public, or
any other extended functionality. Some of these documents will need redaction (which
comes standard with the LaserFiche Client); however no other particular security needs
were expressed. If it were later determined that the Health department needs it's own
database, the system recommended here is capable of handling that situation.
•. 1 Full User license for scanning
• 1 ScanConnect license
• 2 Retrieval licenses
Implementation
Although it is not possible to provide the detailed Implementation Plan and Schedule
that will be used to drive the project at this time, a general plan has been included to
provide an overview of the components and milestones involved in completing the
proposed solution.
Implementation Consulting (I day):
Any implementation of a LaserFiche system must begin with implementation
consulting. The focus of this process is to identify how the client currently manages
and organizes their documents and then model that process electronically using the
LaserFiche system. The goal is to leverage the functionality of the LaserFiche system
to make document handling highly efficient while not imposing arbitrary changes on
current processes. One of the goals of Implementation Consulting will be to develop
the file plan, document indexing schema and security profiles of the system users.
The file plan will be formally written up and submitted for approval.
Software Installation (2 days):
The LaserFiche Server software will be installed, a document repository created and
the initial file plan develop as determined during Implementation Consulting and
approved by City of Vernon personnel. The LaserFiche Client Software and client
side plug -ins will be installed on 6 workstations throughout the City. Additionally, the
scanning workstations will be configured and connected to the proposed scanners.
The LaserFiche WebLink Software will be installed on a web server in the City's
internal network. This will allow read-only, web -based access to the LaserFiche
document repository. Thorough system testing will be conducted and the system will
be deemed ready for production once approval has been received. It is often helpful
to include department supervisors and/or records managers in the administrator
training to provide them with insight as to what will be involved in managing the
system effectively and efficiently.
Administrator Training (112 day):
System Administrator Training actually begins with the initial Implementation
Consulting meeting. As such, it is important the designated trainee or trainees be
present during this meeting, as well as the installation of the LaserFiche system.
Additionally, a full day will be taken to train the designated people on the specifics of
configuring and supporting the LaserFiche system, including installation, file plan
configuration, backup, security, and support.
End User Training (2 112 days):
End -user training typically consists of two parts. The initial training is designed to
introduce users to the functions and operations of the document management system.
The second phase consists of hands-on training designed to provide real-time assistance
to general and specific working environment concerns. Compulink typically performs the
second phase of end -user training two weeks after the completion of the initial training to
provide assistance to users in a production environment and address any questions that
have arisen through daily use of the system.
Customized Services
Database migration from LaserFiche 4.2 to LaserFiche 6 0. (3 days):
The City of Vernon is currently running LaserFiche 4.2. That version of the product runs
on the Btrieve database. Upgrading to the LaserFiche 6.0 product will involve converting
the LaserFiche database from Btrieve to SQL Server. This will occur in two steps. Step
one involves upgrading the current LaserFiche server from 4.2 to 5.x which in the process
will convert the database from Btrieve to Pervasive format. Step two involves upgrading to
LaserFiche 6.0 and using a database conversion utility to convert the database from
Pervasive to SQL Server.
Merging two LaserFiche templates into one (1 day):
The City has requested to merge two templates in their current LaserFiche system into
one. Merging these two templates will require some customized programming work with
the LaserFiche Toolkit since it is usually recommend modifying the database only with the
LaserFiche API
VIP Services
To create the least amount of burden on the IT staff, and optimize the benefits of your
LaserFiche software we recommend our VIP support package. Our VIP Services
program offers on -site support, a dedicated support engineer, and remote access
support among other services. Compulink maintains a handful of direct customers in
order to keep close ties with users in various industries through whom we solicit
feedback that is incorporated in the LaserFiche development roadmap.
The following is a list of services that we provide as part of our VIP Services program:
• Dedicated Support Engineer - A PSG Support Engineer will serve as
your primary contact for LaserFiche and hardware support through a
direct telephone line.
• Next Day On -Site Support - The On -Site Support hours can be used
for upgrade installation, problem solving, and consulting. Level 1 VIP
includes ten days a year on -site, level 2 includes five days a year.
Backfile Conversion
LaserFiche partners with a local scanning service bureau called Accuflex to provide
backfile conversion services for VIP clients. If the City of Vernon becomes a PSG
VIP client, they can take advantage of a discount on AccuFlex's backfile conversion
services.
Aecuflex is uniquely qualified to provide digital imaging services for the City of Vernon. For
eleven years, AccuFlex has been associated exclusively with LaserFiche, the most widely
implemented document imaging and management solution for government organizations
in California. Through this association, we have completed significant projects for a large
number of organizations with document conversion needs similar to the City of Vernon.
Our association with LaserFiche gives us access to emerging document capture,
Processing and enhancement technologies before they are commercially available.
Furthermore, through the partnerships LaserFiche has established with leading hardware
manufacturers, we are able to use the very latest scanner technology available. Having
access to cutting edge software and hardware technology ensures that Ac cuFlex will
Provide the City of Vernon with the highest quality, images using the most efficient capture
methodology possible.
LaseWkhe Software Assurmwe Plan
The LaserFiche Software Assurance Plan (LSAP) provides the coverage necessary to
maintain your LaserFiche solution in the face of the technological changes that are an
inevitable part of doing business in the real world.
• Direct telephone hotline support response from LaserFiche in under 4 hours,
usually within 45 minutes.
• All new software updates (patches).
• Newsletter and technical bulletins.
• Support site access.
100% Credit for Sotrtware Upgrades
LaserFiche systems undergo continual customer -driven enhancements, and LaserFiche
engineers leverage advancements in hardware and software to best serve customer
needs. Periodic new releases and updates are necessary to deliver these improvements
to customers. LSAP helps subscribers preserve existing investments by providing 1000
credit for software upgrades.
LSAP subscribers also receive free 24-hour FTP access to new LaserFiche releases as
well as updated drivers. LaserFiche routinely issues two to four new releases and updates
Per year. Running the most current version of LaserFiche guarantees the best possible
system performance.
llntsonnation Dkimt tfrom the Manufteturer
y:
Reliable, fadory{iirect information is the best way to stay informed of developments that
affect your document imaging and management solution. LSAP subscribers receive
regular newsletters and technical bulletins to keep users and administrators informed,
including technical tips and stories about how others get the most out of their systems.
The LaserFiche User and Support sites, available exclusively to LSAP subscribers, also
contain advanced technical information, training videos and a user community forum
where users share ideas with thousands of other LaserFiche customers around the world.
� M �
subscribers also receive free 24-hour FTP access to new Las releases as
we ated drivers. LaserFiche routinely issues two to fou eleases and updates
per year. the most current version of LaserFi arantees the best possible
system performa
Information Direct from the Man
Reliable, factory -direct informa ' is the best way to ormed of developments that
affect your document im g and management solutio . subscribers receive
regular newsletters a nical bulletins to keep users and ' 'strators informed,
including technical ' and stories about how others get the most out o ' systems.
The Lase a User and Support sites, available exclusively to LSAP subs also
contai anced technical information, training videos and a user community
users share ideas with thousands of other LaserFiche customers around the world.
Software modules and user licenses have been proposed to match the needs outlined
previously
Product
No.
product Name
Version
quantity
Unit Price
Total Price
30
Standard Server
6.04
1
$6,000.00
$6,000.00
3P
F Standard Server LSAP
1 1 ear
1,800.00
1 800.00
A3
LF Standard Server Additional
atabase
6.04
2
$3,000.00
$6,000.00
A3P
Y Standard Server Additional
atabase LSAP
6.04
2
$900.00
$1,800.00
Full User
6.04
6
$500.00
$3,000.00
B
F Full User LSAP
6.04
6 1 ear
100.00
$600.00
Retrieval User
6.04
9
$200.00
$1 800.00
B
LF Retrieval User LSAP
6.04
9 1 ear
40.00
360.00
F-1
F- ScanConnect
6.0
6
0
10
F
Quick Fields
Server new server
6.1
1
$495.00
$495.00
FB
uick Fields LSAP
6.1
1 1 ear
100.00
$100.00
F-3
Y QF-Zone OCR
6.1
1
$2,495.00
$2,495.00
F-36
F F-Zone OCR LSAP
6.1
i t ear
500.00
$500.00
7871
kdvanced Audit Trail
Server: new server
6.0
1
$7,995.00
$7,995.00
7871UB
LF Advanced Audit Trail LSAP
6.0
1 1 ear
2 390.00
2 390.00
ILF
NT Standard credit
5.0
1
- 8 995.00
- 8,995.00
SG003
Database conversion from 4.2 to
6.0
3
$1,500.00
$4,500.00
SG003
Template mere
1
$1,800.00
1 800.00
G001
Implementation
1 day
6
7. 500.00
9 000.00
SGO02
VIP Services
Level II
1
$7,000.00
$7 000.00
Subtotal
SubTota)
Ta
30tall
$48,640.00
$2,173.05
$50,813.05
Hardware Requirements
In our experience, most municipalities have established procurement channels through
which hardware can be obtained at a lower cost than we can offer. If the City of Vernon
can obtain hardware that meets or exceeds the specifications of the proposed hardware at
a better rate than listed below, they are welcome to do so.
Hardware recommendations are based on the assumption that the City of Vernon will use
their existing back up software and hardware to backup the proposed digital imaging
system.
r,
del # ' Description Unit Cost Qty
Total Cost
lm in Server and Storagee:
{
2650 Dell Power Edge Server — $8,050 -- 1
- $8,0
Dual 26 Ghlz Intel Xeon Processors
4 GB RAM
4 Channel RAID Card
—18 GB SCSI Hard Drives for OS (RAID 1)
ucensi
12 8 GB SCSI Hand Drives for SQL Transaction Log
(RAI
1-18 SCSI Hard Drive (Hot Spare)
windows er 2003 with 5 CALs
Year On '
........
PV220 Dell Power ult (Extemal Storage) 1 $5,900 1
$5,900
C
4 — 73 GB SCSI Drives
o
+ Provides 6 GB Usable Storage after
m
RAID 5 and Spare
p
j • Expandable to TB
uli
1 I • 3Year Onsite I
nk
I Database ManarlAniont stem:
_ _
M
a
SQL Server 2000 $10,810
n
i2 ProcessorLbanse
a
g
i
I
e
iScanners
---""-----�
'n
' Fujity—' su Fast color scanning up to 48 rpm (150 d ' it) $3793.85 1
$3793.85
e
8-4340C ;True 600 dpi optical resotution with dua CCD
nt
C
Scanning array
1100 page automatic document fe with
with
nt
i onfinuous feed offers flexible pa
er
I1
year extended warran
Y $907.95 1
-
' $907.95
In
I
u
ce
ns
; Fujitsu duplex color, monochro orgrayscale scanning. ; $67 .48 1
Fast
$671a48
fl-4750C monochrome sca ning with speeds of up to 50
e
�pmM rpm at 200 d r (A4 portrait).
A
,100page automati document feeder with
gr
1pontinuous-feed. t
e
Infrared docume t double -feed detection prevents
e
isfeeds.
e
,1 year ext ded warranty $1402.31 t1
$1402.31
nt
i
h Fujitsu ;True. 6 pi optical resolution with dual-CCD ' $1724.99 4
$6899.96
i fi-4220c scan array captures minute details
Un tched reliability and paper -handling capability
w 50page automatic document feeder, flatbed
I adds even more versatility
s year extended warranty $125.75 '4 $ 00
a
Total _
$44,980.
9
,
a
agreement between you, the end user, and Compulink Management Center, Inc. ("Compulink"). The
enclosed Compulink software program ("SOFTWARE") is licensed by Compulink to the original customer
and any subsequent transferee of the product for use only on the terms set forth here. Please read this
license agreement. By installing, copying, or otherwise using the SOFTWARE, you accept these terms. If
you do not agree to these terms, DO NOT INSTALL OR USE THE SOFTWARE; you may, however, return
the unopened envelope containing the software together with all accompanying written materials,
packaging and proof of purchase to your software dealer within 30 (thirty) days of the original date of
purchase for a full refund.
I. GRANT OF LICENSE. This Compulink product contains some or all of the following types of
software: "SERVER SOFTWARE" that provides services on a computer called a server and "CLIENT
SOFTWARE" that allows a computer or workstation to access or utilize the services provided by the Server
Software. Compulink grants to you the following rights to the Server Software and the Client Software
(collectively called the "SOFTWARE
The CD or diskette(s) on which the SOFTWARE resides may contain several copies of the SERVER
SOFTWARE, each of which is compatible with different operating systems. You may install the SERVER
SOFTWARE for use with only one of those operating systems at any given time. You may install one copy
of the SERVER SOFTWARE on a single computer (the computer running the SERVER SOFTWARE shall
be referred to as the "SERVER"). You may install the CLIENT SOFTWARE on any computer or
workstation.
You may use one copy of the SERVER SOFTWARE on one SERVER. The maximum number of
computers or workstations that may be connected to, access or otherwise utilize the services of the Server
at a given point in time is equal to the number of Client Licenses that you have acquired and designated for
use exclusively with that Server. The number of authorized licenses is shown on the Licensing Disk
accompanying the SOFTWARE. If you desire to increase the number of Client computers connected to,
have access to, or otherwise utilize the services of the server you must purchase additional connection
licenses. Please contact the Company for further information.
If. COPYRIGHT. The SOFTWARE is owned by Compulink and is protected by United States copyright
laws and International treaty provisions. You must treat the SOFTWARE like any other copyrighted
material except you may install the SOFTWARE on a single computer provided you keep the original solely
for backup or archival purposes. You may not copy the printed materials accompanying the SOFTWARE.
111. OTHER RESTRICTIONS. You may not sublicense, assign, loan, rent or lease the SOFTWARE, but
you may transfer the SOFTWARE, and accompanying written materials on a permanent basis, provided
you retain no copies and the recipient agrees to the terms of this agreement. You may not reverse
engineer, decompiie, disassemble, or created derivative works from the SOFTWARE.
IV. LIMITATION OF WARRANTY ON MEDIA. The media (not SOFTWARE) is warranted to the original
purchaser against defects in material and workmanship for a period of three (3) months from the date of
original purchase. Defective media will be replaced when it is returned postage prepaid with a copy of the
purchase receipt to Compulink.
V. LIMITATION OF LIABILITY. UNDER NO CIRCUMSTANCES AND UNDER NO LEGAL THEORY,
TORT, CONTRACT, OR OTHERWISE, SHALL COMPULINK, ITS SUPPLIERS OR RESELLERS BE
LIABLE TO YOU OR ANY OTHER PERSON FOR ANY INDIRECT, SPECIAL, INCIDENTAL, OR
CONSEQUENTIAL DAMAGES WHATSOEVER (INCLUDING, WITHOUT LIMITATION, DAMAGES FOR
LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, OR
ANY OTHER PECUNIARY LOSS) ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE
OR PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES EVEN IF COMPULINK HAS
BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. IN NO EVENT WILL COMPULINK BE
LIABLE FOR ANY DAMAGES IN EXCESS OF THE AMOUNT COMPULINK RECEIVED FROM YOU FOR
A LICENSE TO THE SOFTWARE. SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR
LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THE ABOVE LIMITATION MAY
NOT APPLY TO YOU.
VI. U.S. Government Restricted Rights. Use, duplication, or disclosure by the United States Government
is subject to restrictions as set forth in FAR 52.227-14 (June 1987). Altemate 111(g)(3XJune 1987), FAR
52.227.19 (June 1987), or DFARS 52.227-7013 (c)(1)(ii)(June 1988), as applicable.
Contractor/Manufacturer is Compulink Management Center, Inc., 3545 Long Beach Blvd, Loeb Beach, CA
90807.
Vil. GENERAL. If any provision of the agreement is found to be unlawful, void, or unenforceable, then
that provision shall be severed from this agreement and will not affect the validity and enforceability of any
of the remaining provisions.
This license agreement contains the sole and exclusive agreement between you and Compulink relating to
its subject matter. It shall not be modified or amended in any way by any purchase order or other
document issued by you, but may be amended only by a writing signed by both you and Compulink and
specifically referring to it.
This agreement will be governed by the Laws of the State of California, except for that body of the law
dealing with conflicts of law. The headings are for convenience only and are not to be used to interpret this
agreement.
Should you have any questions concerning this agreement, or if you desire to contact Compulink for any
reason, please write: Compulink Management Center, Inc., 3545 Long Beach Blvd, Long Beach, CA
90807.
(c) 1993-2003 Compulink Management Center, Inc.
Signatures
City of Vernon Compulink Management Center
Name
Tide
Date
Signature
Name
Tide
Date
Signature
414 AP subscribers also receive free 24-hour FTP access to new
w updated drivers. LaserFiiche routinely issues two to four ne
per yZIliCgrining the most current version of LaserFiche
system
Information Direct from ufactu
i l eleases as
ases and updates
the best possible
Reliable, factory -direct informaf th y to stay informed of developments that
affect your document im and manag solution. LSAP subscribers receive
regular newsletters echn'ical bullem
tins to k and administrators infored,
including techn' and stories about how others get t out of their systems.
The Las a User and Support sites, available exclusively to L s also
con ' advanced technical information, training videos and a user community forum
e users share ideas with thousands of other LaserFiche customers around the world.
Software modules and user licenses have been proposed to match the needs outlined
previously
Product
No.
Product Name
Version
Quantity
Unit Price
Total Price
30
Standard Server
6.04
$6,000.00
$6 000.00
3P
Y Standard Server LSAP
1 1 ear
1 800.00
1 800.00
A3
Y Standard Server Additional
atabase
6.04
2
$3,000.00
$6,000.00
A3P
Y Standard Server Additional
Database LSAP
6.04
2
$900.00
$1,800.00
Full User
6.04
6
$500.00
$3,000.00
B
Y Full User LSAP
6.04
1 6 1 ear
100.00
$600.00
LF Retrieval User
6.04
9
$200.00
$1,800.00
B
Retrieval User LSAP
6.04
9 1 ear
40.00
$360.00
F-1
F- ScanConnect
6.0
6
0
0
F
Zuick Fields
Server: new server
6.1
1
$495.00
$495.00
FB
Quick Fields LSAP
6.1
1 1year)___$100.00
100.00
F-3
F-Zone OCR
6.1
1
$2,495.00
$2,495.00
F-313
Y QF-Zone OCR LSAP
6.1
1 1 ear
$500.00
$500.00
7871
Ndvanced Audit Trail
Server new server
6.0
1
$7,995.00
$7,995.00
7871UB
Y Advanced Audit Trail LSAP
6.0
1 1 ear
$2 390.00
2 390.00
NT Standard credit
5.0
1
- 8 995.00
- 8,995.00
SG003
atabase conversion from 4.2 to
0
3
$1,500.00
$4,500.00
G003
fremplate merge
1
$1,800.00
1 800.00
SG001
Implementation
1 da
6
$1,500.00
, 9 000.00
SG002
VIP Services
Level II
1
7 000.00
$7 000.00
Subtotal
SubTotal
Ta
Total
$48,640.00
$2,173.05
$50 813.05
1 EXHIBIT C
2 INSURANCE SCHEDULE
3 Compulink shall provide proof of insurance, including a standard certificate of insurance, in at least the
following amounts and coverage (combined single limit permitted):
4
I Coverage and Limits
5 Bodily jury Pro ee ty Damage
6 Hazards Each Person Each Accident Each Accident
7 Automobile Liability
Owned Automobiles $ 500,000 $1,000,000 $ 500,000
8 Hired Automobiles $ 500,000 $1,000,000 $ 500,000
9 Non -Owned Automobiles $ 500 000 $1,000,000 $ 500,000
Workers' Compensation $ Statutory
10 Employers' Liability $1 000 000 per employer
11 II. Liabili
12 General Liability $1,000,000 $2,000,000 $1,000,000
13 Premises Operations $1,000,000 $2,000,000 $1,000,000
Elevators (if applicable) $1,000,000 $2,000,000 $1,000,000
14 Independent Contractors $1,000,000 $2,000,000 $1,000,000
Products - Completed Operations $1,000,000 $2,000,000 $1,000,000
15 Contractual Liability $1,000,000 $2,000,000 $1,000,000
16 Umbrella Liability $2 000 000 $2,000,000 $2,000,000
17 a. The general liability policy shall contain the following special endorsements which shall be noted
18 on or attached to the standard certificate of insurance:
19 1 • An endorsement naming the City of Vernon, its officers, and employees as additional insureds
under the policy.
20 2. An endorsement providing the City of Vernon thirty (30) days notice of cancellation or material
reduction of coverage.
21 3. An endorsement providing coverage for all operations under this Agreement.
22 4. Such other endorsement as may be required by addendum hereto.
23 b. In addition to the standard certificate of insurance, proof of liability coverage shall be furnished in
the form checked below.
24
X For each policy, a notarized letter from the underwriter or carrier certifying that the coverage and
2 5 statements in the standard certificate of insurance (attached thereto) are true and correct and that the
26 signator is an officer authorized to so certify.
OR
27 — A copy of each policy certified by an officer of the underwriter or carrier and notarized.
28 City will not accept the above proofs of insurance when certified by an insurance agent or broker.
EXHIBIT "C"
SUPPORTING
DOCUMENTS
I RE
W
W)
City of Vernon
4305 eta Fe Ave.
Vernon, CA 90058
(323) 583 - 8811
FAX: (323) 826 - 1433
FED TAX ID# : 95-6000808
t�L�75i• �h u u
jMER
� 'DONOTDUPLICAM
V
E COMPULINK MANAGEMENT CENTER
N DBA 33545LLONG FBEACH ICHE DBOCUMENT A BLVD., STE110
D LONG BEACH, CA 90807
O
R
PURCHASE ORDER
THE PURCHASE ORDER NUMBER BELOW MUST APPEAR
ON ALL BILLING AND SHIPPING DOCUMENTS
PLEASE INVOICE IN DUPLICATE
P.O.NUMBER
PAGE
PO-000006917
1 OF 4
DATE ORDERED
DATE REQUIRED
S
H CITY OF VERNON
I 430E HE
SANTA FE
P VERNON CA 90058
T
n
BUYER
REQUISITION #
TERMS
DOLORES FONSECA
RC-000001130-000
DEPARTMENT
SHIP VIA
F.O.B.'
CITY ADMINISTRATION
QTY
UOM
I DESCRIPTION
UNIT PRICE
EXTENDED PRICE
1
EA
S3'0 LF STANDARD SERVER
6,000.00
6,000.00
VERSION 6.04
Acct Dist: ref: R 000001130-000
011-1003-88500-99999999 1,500.00
011-1060-88500-99999999 1,500.00
011-1015-88500-99999999 1,500.00
011-1041-55962-99999999 1,500.00
1
EA
S31? LF STANDARD SERVER'
1,800-=.00
1,800.00
LSAP VERSION 6.04 (YEAR)
Acct Dist: ref:R-000001130-000
011-1003-88500-99999999 450.00
011-1060-88500-99999999 450.00
011-1015-88500-99999999 450.00
011-•1041-55962-99999999' 450.00
2
EA
SA3 LF STANDARD SERVER'
3,000.00
6,000.00
ADDITIONAL DATABASE
VERSION 6.04
'kcct Dist: ref: R-000001130-000
011-1031-8.8500'-99999999 3,000.00
011-1025-88500-99999999 $$$ 3,000.00
2
EA
SA3P LF STANDARD SERVER
900.00
1,800.00
ADDITIONAL DATABASE LSAP
VERSION 6.04
Acct Dist: ref: R7000001130-000
011-1031-88500-99999999 900.00
011-1025-88500-999999.99 SSS 900.00
6
EA
F LF FULL USER
500.00
3,000.00
VERSION 6.04
Acct Dist: ref: RC-000001130-000
011-1003-88500-99999999 500.00
011-1060-88500-99999999 500.00
011-1031-88500-99999999 500.00
011-1015-88500-99999999 500.00
011-1025-88500-99999999 500.00
011-1041-55962-99999999 500.00
6
EA
FB LF FULL USER LSAP
100.00
600.00
VERSION 6.04 (YEAR)
Acct Dist: ref: RC-000001130-000
MIVING HOURS: 7:00 A.M. TO 4:30 PM
TOTAL
INDAY-THURSDAY
,R RAni TSR CT 04ZPn nN FR M A ve ..-
•' 1 ff
BY: 2,
DATE:
f
uity of vernon
4305 Banta Fe Ave.
Vernon, CA 90058
(323) 583 - 8811
FAX: (323) 826 - 1433
PURCHASE ORDER
THE PURCHASE ORDER NUMBER BELOW MUSTAPPEAR
ON ALL BILLING AND SHIPPING DOCUMENTS
I RD
MC
WA
FED TAX ID# : 95-6000808
PLEASE INVOICE IN DUPLICATE
P.O.NUMBER '
PAGE
PO-000006917
2 OF 4
DATE ORDERED
DATE REQUIRED12/01/2003
V
S
E COMPULINK MANAGEMENT CENTER
H
CITY OF VERNON
N DBA LASERFICHE'DOCUMENT IMAG
LONGBEACBEACH BLVD.,STE 110
I
WAREHOUSE
D LONG
P
4305 SANTA FE
VERNON CA 90058
O
R
T
BUYER
REQUISITION # v
IRC-000001130-000
TERMS
DOLORES FONSECA
DEPARTMENT
SHIP VIA
F.O.B. r
CITY ADMINISTRATION
QTY
UOM
DESCRIPTION
UNIT PRICE
EXTENDEDPRICE
011-1003-88500-99999999 100.00
011-1060-88500-99999999 100.00
011-1031-88500-99999999 100.00
011-1015-88500-99999999 100.00
011-1025-88500-99999999 100.00
011-1041-55962-99999999 100.00
9
EA
R LF RETRIEVAL USER
VERSION 6.04
200.00
1,800.00
Acct Dist: ref: RC-000001130-000
011-1003-88500-99999999 400.00
011-1060-88500-99999999 400.00
011-1031-88500-99999999 400.00'
011-1015-88500-99999999 200.00
011-1025-88500-99999999 200.00
01171041-55962-99999999 200.00
9
EA
RB LF RETRIEVAL USER
LSAP VERSION'6.04
40.00
360.00
Acct Dist: ref: R-000001130-000
'011-100.3-88500-99999999 80.00
011-1060-88500-99999999 80.00
011-1031-88500-99999999 80.00
011-1015-88,500-99999999 40.00
011-1025-88500-99999999 40.00
011-1041-55962-99999999 40.00
1
EA
OF NEW¢SERVERIVERSIONR6.1
495.00
495.00
011-1031-88500-99999999 ref': RC-000001130-000
1
EA
QQFB QpUICK FIELDS LSAP
(YEAR) VERSION 6.1
100.00
100.00
011-1031-88500-99999999 ref: RC-000001130-000
1
EA
OF-3 LF OF -ZONE OCR
VERSION 6.1
2,495.00
2,495.00
011-1031-88500-99999999 ref: RC-000001130-000
1
EA
F-3B LF F-ZONE OCR
?SAP VERSION 6.1 (YEAR)
500.00
500.00
011-1031-88500-99999999 ref: RC-000001130-000
EIVING HOURS: 7:00 A.M. TO 4:30 PM
TOTAL
qDAY-THURSDAY
3EHOUSE CLOSED ON FRIDAYS s
__
BY: '� ` C'1 DATE: /1 2-.s a2.
City of Vernon
4305 'janta Fe Ave.
Vernon, CA 90058
(323) 583 — 8811
FAX: (323) 826 - 1433
PURCHASE ORDER
THE PURCHASE ORDER NUMBER BELOW MUST APPEAR
ON ALL BILLING AND SHIPPING DOCUMEN7S
RE
M4
W,
FED TAX ID# : 95-6000808
PLEASE INVOICE IN DUPLICATE
V
S
E COMPULINK MANAGEMENT CENTER
H
CITY OF VERNON
N DBA LLFEDBCUMENT EA1
I40HSAT33545ONGBACHLVD.,
D ST10
35NA FE
LONG BEACH, CA 90807
P
VERNON CA 90058
O
R
T
n
BUYER
EQUISITION #
FIRC-000001130_000
TERMS
DOLORES FONSECA
DEPARTMENT
SHIP VIA
F.O.B. • r
CITY ADMINISTRATION
QTY
UOM
DESCRIPTION
UNrr PRICE
EXTENDED PRICE
1
EA
97871 ADVANCED AUDIT
7995.00
7,995.00
TRAIL SERVER: NEW SERVER
VERSION 6.0
Acct Dist: ref: R-000001130-000
011-1003-88500-99999999 1,332.50
011-1060-88500-99999999 1,332.50
011-1031-88500-9999,9999 1,332.50
011-1015-88500-99999999 1,332.50
011-1025-88500-99999999 1332.50
011-1041-55962-99999999 1,332.50
1
EA
97871UB LF ADVANCED
2,,390.00
2,390.00
AUDIT TRAIL LSAP VERSION 6.0
(YEAR)
Acct.Dist: ref:'RC-000001130-000
011-1003-88500-99999999 398.32
011-1060-88500-99999999- 398.32
011-1031-88500-99999999 398.34
011-1015-88500-99999999 398.34
Q11-1025-88500-99999999 398.34
0011-1041-55962-99999999 398.34
3
EA
P8G00,3 DATABASE
CONVERSION FROM 4.2 TO 6.0
1,500.00
4,500.00
Acct Dist: ref: RC-000001130-000
011-1003-88500-99999999 3,500.00
011-1060-88500-99999999 1,000.00
1
EA
PSGO03 TEMPLATE MERGE
1,800.00
1,800.00
011-1003-88500-99999999 ref: RC-000001130-000 ,
6
EA
'PSG003 IMPLEMENTATION
(1 DAY)
1,500.00
9,000.00
Acct Dist: ref: RC-000001130-000
011-1003-88500-99999999 1,500.00
011-1060-88500-99999999 1,500.00
011-1031-88500-99999999 1,500.00
011-1015-88500-99999999 1,500.00
011-1025-88500-99999999 1,500.00
011-1041-55962-99999999 1,500.00
1
EA
PSGO02 VIP SERVICES
7,000.00
7,000.00
LEVEL II
CEIVING HOURS: 7:00 A.M. TO 4:30 PM
TOTAL
INDAY-THURSDAY 1
,RP14nTKP rTnQPn fNM FDm A VC
BY. DATE: �2S Gib
4305 ,anta Fe Ave.
Vernon, -CA 90058
(323) 583 - 8811
VAX: (323) 826 - 1433
PURCHASE ORDER
THE PURCHASE ORDER NUMBER BELOW MUST APPEAR
ONALL BILLING AND SHIPPING DOCUMENTS
FED TAX ID# : 95-6000808
VENDOR
OM
V
E COMPULINK MANAGEMENT CENTER
N DBA LASERFICHE DOCUMENT IMAG
3545 LONG BEACH BLVD., STE 110
D LONG BEACH, CA 90807
O
R
PLEASE INVOICE IN DUPLICATE
P.O.NUMBER PAGE
PO-000006917 4 OF 4
DATE ORDERED DATE REQUIRED
S
H CITY OF VERNON
I WAREHOUSE
4305 SANTA FE
P VERNON CA 90058
T
O
BUYER 7REQ4U_lSfTl0N #
DOLORES FONSECA -000001130-000
DEPARTMENT SHIP VIA
CITY ADMINISTRATION
TERMS
QTV
UOM
DESCRIPTION
Acct Dist: ref: R-000001130-000
011-1003-88500-99999999 1,166.66
011-1060-88500-99999999 1,166.66
011-1031-88500-99999999
1,166.67
011-1015-88,500-99999999 _1,166.67
011-1025-88500-99999999 1,166.67
011-1041-55962-99999999 1,166.67
7
CREDIT
Acct Dist:
011-.1060-88500-99999999 $ 1,000.00-
011-1003-88500-99999999
$ 7,995.00-
1
LA COUNTY ST
Acct Dist-.
011=1003-88500-99999999 362.18
011-1060-88500-99999999
362.18
011-1031-88500-99999999 362.18
All-1015-88500-99-999999
362.17
011-1025-88500-99999999 362.17
+011-1041-55962-99999999 362.17
ABOVE EQUIPMENT AND SERVICES AS PER AGREEMENT
APPROVED BY CITY COUNCIL RESOLUTION #8303.'
RECEIVING HOURS: 7:00 A.M. TO 4:30 PM
MONDAY-THURSDAY
WAREHOUSE CLOSED ON FRIDAYS
8,995.00
2,17.3.05
,1U#AL
BY: DATE:
8,995.00
2,173.05
50,813.05
SUPPORTING
DOCUMENTS
CITY OF VERNON
4305 SANTA FE AVENUE
VERNON, CALIFORNIA 90058-0805
(323) 583-8811
Bank of America
16/66
PAY TWENTY FIVE THOUSAND FOUR\ §
TOTHE COMPULINK MANAGEMENT 11
ORDER OF DBA LASERFICHE DOCUMENT
3545 LONG BEACH BLVD., STE 110
LONG BEACH, CA 90807
ATT:RALF R.FOWLER, REG MANAGER
CHECK 00213502
NUMBER
b CHECK DATE CHECK AMOUNT
11/26/03 $25,406.53
d3 VOID AFTER 90 DAYS
�RS & 53 CENTS
111002 L35020 1:L 2,200066Li: L4591, 'L0413311'
qa i Y Ur V L"IUN - 43uJ SAN I AYE - V ERNON CALIF. - 90058-9805 VENDOR REMITTANCE
NOV262003 I 11/26/03 I MANAGEMENT PROGRAM UPGRADE [' $25,406.53 I