Loading...
HomeMy WebLinkAboutMCCi Professional Services Proposal (Laserfiche Software) - 2004 01 25 , . . . Meet RECEIVED FEB 1 0 2005 Municipal Code Corporation SALES DEPARTMENT CITY OF WINTER SPRINGS PO Box 2235 . Tallahassee, Florida 32316 OFFice OF' THE CITY CLERK TELEPHONE (800) 262-2633 . FAX (850) 701-0715 December 27,2004 Ms. Joanne balka Information Services Director City of Winter Springs 1126 East State Road 434 Winter Springs, FL 32708 Dear Ms. Dalka: Thank you for your recent request regarding adding additional Software to your current Laserfiche System. Pursuant to your request, we are pleased to enclose our Professional Services Proposal for the Laserfiche Software. STATE CONTRACT (#973-561-04-2). MCCi is a teaming partner with State Contractor Paul Consulting Incorporated (PCI), who handles all financial transactions under the state contract. Therefore, the following contract will be invoiced by PCI and all payments should be made directly to PCI at 1342 Timberlane Road, Suite 201 Tallahassee, FL 32312. Please keep in mind that PCI will only be handling financial transactions and MCCi will be responsible for providing all services and support as outlined in the contract. For additional information, please contact Donny Barstow, MCCi General Manager. If you have any questions concerning our proposal or desire additional information, please do not hesitate to call on our toll-free number. We appreciate your interest and look forward to being of continued service to you and the City of Winter Springs. Sincerely, ~ID- Christie Davis Executive Assistant ICBD cbd@mccinnovations.com ORIGINAL , " SOFTWARE [{/ LF Plus Plug In $3,795 [{/ 15 LF Full User ($550 each) $8,250 [{/ LF 15 User E-Mail Plug In ($80 each) *requires MAP! compatible e-mail $1,200 ' [{/ LF 15 User SnapShot ($100 each) *imports documentsfrom computer $1,500 III 15 LF Retrieval User ($220 each) $3,300 [{/ 10 LF ScanConnect (required for each scanner purchased/utilized) @ $165 $1,650 [{/ 4 LF QuickFields ($495 each) $1,980 III 1 LF QF Realtime Look Up $495 III 1 LF QF Zone OCR $2,495 [{/ LF Integrators Toolkit $2,500 III LF WebLink Enterprise $15,995 Total Software $43,160 ,ANNUALSOFTWARESUPPORT III LF Plus Plug In LSAP $1,590 [{/ 15 LF Full User LSAP ($110 each) $1,650 [{/ LF 15 User E-Mail Plug In LSAP ($16 each) *requires MAP! compatible e-mail $240 III LF 15 User SnapShot LSAP ($20 each) *imports documents from computer $300 III 15 LF Retrieval User LSAP ($44 each) $660 [{/ 4 LF QuickFields LSAP ($100 each) $400 III I LF QF Realtime Look Up LSAP $100 III 1 LF QF Zone OCR LSAP $500 [{/ LF Integrators Toolkit LSAP $750 III LF WebLink Enterprise LSAP $3,190 Total Software Support and Updates $9,380 For budgetary purposes, the Client should include this amount in annual budget for renewal of LSAP of the above quoted software. HARDWARE: Hardware prices do fluctuate frequently. Pricing will be confirmed prior to order. Please see section 10 for minimum hardware requirements DOCUMENT SCANNING HARDWARE: Hardware prices do fluctuate frequently. Pricing will be confirmed prior to order. o Scanner A: Fujitsu 4120C $1,200 25 ppm / Black/White & Color /50 page ADF / Maximum paper size 8 Y2" x 14", USB o Fujitsu - Advanced Exchange fi-4120CPost Warranty - 1 yr. $110 o Scanner B: Fujitsu 4220C Scanner $1,600 25 ppm / Black/White & Color /50 page ADF / ADF Maximum paper size 8 Y2 x 14, USB Flatbed Maximum paper size 8 Y2 x 11 o Fujitsu - Advanced Exchange fi-4220C Post Warranty - 1 yr. $110 o Scanner C: Fujitsu fi-4340C, includes SCSI Card & Cable $3,954 40 ppm / Black/White & Color / Maximum paper size 8 Y2" x 14" /100 page ADF o Fujitsu- Basic Onsite SVCAGR P&L 4340C 4hr resp lyr $880 ~ . , o Scanner D: Fujitsu 4097D, includes SCSI Card & Cable $5,045 50 ppm / Black & White / Maximum paper size 11.7" x 17" / 1 00 page ADF o Fujitsu - Basic Onsite SVCAGR P&L 40970 4 hr resp. 1 year $880 o Scanner E: Fujitsu 40990, includes SCSI Card & Cable $16,452 90 ppm / Black,White & Color / Maximum paper size I 1.7" x 17"/1000 page ADF o Eastman Kodak -4099D Post Wty OnSite M-F 8-5 4HR Resp I PM $2,71 I LARGE FORMAT SCANNING HARDWARE: Hardware prices do fluctuate frequently. Pricing will be confirmed prior to order. o Scanner A: IDEAL/Contex Premier TX 36 Basic $8,773 36" Wide, 600 OPI, Scans 4.0 IPS, Monochrome Scanner o Scanner B: IDEAL/Contex Premier TX 36 Plus $10,152 36" Wide, 2400 DPI, Scans 8.0 IPS, Monochrome Scanner o Scanner C: IDEAL/Contex Chameleon TX 36 Basic $10,152 36" Wide, 800 DPI, Scans 3.0 IPS in monochrome and 0.3 IPS in color o Scanner D: IDEAL/Contex Chameleon TX 36" Plus $11,583 36" Wide, 2400 OPI, Scans at 0.3 IPS in color and 6.0 IPS in monochrome, 24 bit Color Scanner INSTALLATION. TRAINING & SUPPORT SERVICE: 0' 5 days (40 hour~), Installation & Training of software @ $ I ,200 per day $6,000 Note: Travel expenses are included in the above costs. Any installation and training hours not used in the implementation will be converted to PPSSP hours. 0' 16 hours, Personalized Professional Services & Support Package @ $110 per hour $1,760 *Travel expenses not included for onsite visits. PAYMENT & BILLlING TERMS MCCi will invoice fifty percent (50%) ofthe total contract amount upon scheduling of installation. Balance will be invoiced and billed upon completion of installation. Payment will be due upon receipt of an invoice. Total Cost (excluding scanning hardware) $60,300 , . : The terms of this agreement shall remain in force and effect for a period of ninety (90) days from the date appearing below, unless accepted by the Client. Submitted by: . MCCi, a Limited Liability Company Date: December 27,2004 By: Lawton Langford - Managing Director (Printed Name & Title) C~' Witness: . v'k. Dav (Signature) Noted Items Accepted by: CITY OF WINTER SPRINGS, FLORIDA Date: ,January 25, 2005 By: ;(~~ rn~~ (Signature) Ronald W. McLemore, City Manager (Printed Name & Title) Witness: ~~ Ch,~ (Signature) Joanne Dalka, Information Services Director (Printed Name & Title) , . ~ PROFESSIONAL SERVICES PROPOSAL MCCi, a Limited Liability Company and subsidiary of MUNICIPAL CODE CORPORATION, which is duly organized and existing under the laws of the State of Florida, hereinafter referred to as MCCi, hereby offers the Laserfiche Software & Services to the City of WINTER SPRINGS, FLORIDA, a corporation duly organized and existing under state law, hereinafter referred to as the Client, according to the following terms and conditions. 1. LASERFICHE SOFTWARE. MCCi will provide Laserfiche (LF) Software, a full-featured version of Laserfiche. This software is a records repository allowing storage, retrieval and imaging of all documents. Capabilities include an intuitive browse window, index cards, full-text indexing, keyword template search, fuzzy word search, and virtually unlimited folders, giving users access to any document instantly. Laserfiche provides a truly concurrent licensing structure. Instead of purchasing a license for every computer with Laserfiche installed, licenses can be purchased to suit the needs of the number of people enterprise-wide that will use Laserfiche. The number of licenses purchased equals the number of concurrent users of Laserfiche. For example the 12 Retrieval users could be installed on 20 different PCs but only 12 of them could access the system simultaneously. 2. LASERFICHE PLUG INS, UTILITIES & TOOLS. MCCi can provide additional Laserfiche Plug-ins Utilities, & Tools software. Laserfiche offers a selection of add-ons and development tools designed to let you tailor Laserfiche to meet your needs. Capture Plu!!: Ins: . Laserfiche Import Agent™ automates document importing and document management within Laserfiche, particularly well-suited to work with multi-function peripherals . Laserfiche Universal Capture™ supports specialized capture devices such as microfilm scanners, copier-scanner hybrids and x-ray scanners . Laserfiche Remote Scanning™ delivers high-speed scanning via W ANs and the Internet for remote offices and branch locations . Laserfiche ScanConnect™ scanning support for a wide variety of desktop and production document scanners . Laserfiche Snapshot™ creates archival images of electronic documents for full-text indexing Distribution Plu!!: Ins . Laserfiche WebLink™ secure, platfonn-independent Web publishing that integrates easily with your existing Web site. . Laserfiche WebAccess is a web-browser-based, true thin client for secure, wide-scale document management deployment. . Laserfiche Plus™ Archive and distribute documents on royalty-free CD's or DVD's with built in search engines. . Laserfiche E-Mail Plug-in™ allows instant electronic document distribution via standard MAPI-compliant e-mail applications. . Laserfiche COILD/COLD Plus™ archives machine-generated reports to digital media, eliminating great quantities of paper reports, cutting storage costs and allowing immediate report retrieval. . Laserfiche COLDLink™ delivers maximizes COLD productivity benefits with single-interface access to COLD and Laserfiche imaging databases. Workflow& Process Automation . Laserfiche Workflow: Efficiency and accountability-enhancing document routing, e-mail notification and audit trail reporting. . Laserfiche Audit Trail Modules: Three levels of audit reporting to address your specific regulatory compliance and security needs. . LF Audit Trail - Starter: This edition tracks who accesses data in the repository, as well as changes made to the repository. Users can then generate reports on the life-cycle of documents, and who has accessed them. . LF Audit Trail - Standard: This edition allows a more finely grained auditing configuration that tracks only the data that you need. Standard features the tracking of failed attempts to change content in the repository, giving more insight into user activities. All the functionality of the Starter edition is also included. . LF Audit Trail - Advanced: Besides doing everything that the other two versions do, this version also tracks changes in security settings, so not only what a user is looking at or changing is tracked, but who gave them the right to do so. Searches are also tracked. For additional document security, with this edition users can be required to submit reasons for printing and exporting documents: Administrators can force printed documents to have Watermarks applied to them. . Agenda Manager: a Web-based legislative management tool that streamlines agenda processes from calls for submissions through final packet publication and post-meeting minutes distribution. Batch Processinl! . Laserfiche Quick Fields™ automates document sorting and indexing for reduced data entry costs and manual indexing errors . QF Real-time look up: look up and extract data from a 3rd party database, verify values extracted from an image matched values in the 3rd party database . QF Universal Capture: provides additional scanner support . QF Zone OCR: scan a wne on an image captured by QF for text . QF Bar Code Recognition: read bar codes on images captured by QF. . QF Quick Forms: permits multiple document classification, as well as include advanced capabilities such as form recognition, form registration, form removal and optical mark recognition. . QF Document Classification: designed for clients who deal with multiple forms, and will recognize and process multiple document types. . QF Annotation/Bates Numbering: The Bates stamp option is a document auto-numbering annotation option Intel!ration . LF Integrator's Toolkit: Tools & documentation necessary for customizing Laserfiche . LF Integration Express: Packaged solution for image-enabling integrations . LF Integration Express GIS: Simplified image-enabling integrations between Laserfiche and geographic information systems. . Fiche Feeder: enables you to populate Laserfiche Databases from disparate ODBC compliant sources and fixed, tab, comma, or user defined delimited files. . Fiche Finder: enables you to search your Laserfiche Databases from third-party software applications MCCi will be happy to quote any of the above options, with the associated training expense upon your request. 3. LASERFICHE SOFTWARE UPGRADE. When software is upgraded, the old copy of the software must be returned and will no longer be a valid copy. Proof of previous purchase is required to receive upgrade. Upgrade credit applied towards new purchase is 100% of original purchase price. The difference between the new system (server, full and retrieval users) price and the old system (server, full and retrieval users) price must be greater than or equal to 10% of the new system price. Otherwise, a minimum software upgrade adjustment will be applied to comply the 10% price difference requirement. One year of LSAP must be purchased for new products when upgrading. LSAP of the original product will not be credited. However, remaining months of LSAP can be applied towards the new purchase of one year of LSAP for the new products. 4. SOFTWARE SUlPPORT. Software Support for the above software packages is offered by MCCi and Compulink. (Developers of Laserfiche software) Any Updates requiring shipment of Software requires Client to pay shipping costs. Laserfiche Software Assurance Plan (LSAP) includes: Telephone or E-Mail support for software related issues, All new software version updates, 24-hour FTP and web site access and Technical bulletins and newsletters 5. SOFTWARE INSTALLATION. MCCi will install all software outlined here in. If additional software is needed to bring the site up to specifications customer will be billed accordingly. 6. END USER TRAINING. MCCi will provide instructor-led hands-on training in the operation of the Laserfiche Software and Plug-ins. Training arrangements will be dependent upon number of users purchased. . . . . Training will involve demonstrating the setting up of volumes, templates, and folder hierarchy. Training also includes how to Scan, Optical Character Recognition (OCR), Index, and Search the documents and more. 7. SYSTEM ADMINISTRATOR TRAINING. MCCi will provide a one day training session to your organization's Systems Administrator. The Training will include Configuring Laserfiche System, Database Maintenance, Security Settings, Data Back Up, Methods of Communication for Laserfiche Software Support, and Solution Development. 8. SITE PREPARATION. Site should be ready for installation according to specifications outlined within the Laserfiche brochures listed under "Technical Specifications". Any additional work by our IS installation team not covered in this contract, ie: Network modification and reconfigurations; will be billed at $125 per hour. 9. PERSONALIZED PROFESSIONAL SERVICES & SUPPORT PACKAGE. . Solution Development/Consultation. MCCi will consult with end users, retrieval viewers, and also the System Administrator, in an effort to develop strategies for Document Management prior to the initial installation and user training. This includes: Researching various documents in order to determine desired organization and retrieval capabilities of those documents, and Consultation on the indexing of documents (Our experience in indexing is invaluable). This service is a session that involves showing you how MCCi's other customers are using their systems, and also many of the solutions that we have developed for customers, such as the development of a Records Retention program within Laserfiche. We also refer to this as a "hand holding package" for the first year after system implementation. . User Telephone or E-mail Support: This service is offered by MCCi to augment the Laserfiche Software Assurance Plan. This service provides for MCCi to provide Telephone (or Email) User question support by the next business day for questions relating to the use of the software which is not covered in the Software Support. . Remote Access Support: If your system meets all requirements MCCi will include the installation and training on the use of Remote Access Software. Remote Access Software will let MCCi provide helpdesk support remotely. It will allow our helpdesk to be more efficient and reduce call times by enabling our helpdesk to take control of your machines remotely to resolve problems faster. The use of Remote Access Software can save you both time and money by reducing the delays in resolving software issues without costly on-site visits. . Annual On Site Review & Analysis: This annual service is intended to ensure that your organization is using the system to its fullest capabilities. MCCi will access your system to review and analyze how your organization is using the Laserfiche System in its day to day operations. MCCi will identifY any potential problem areas and make recommendations for better use of the system. MCCi will provide any additional training necessary for making recommended improvements and also task specific training that you have requested. MCCi will review your organizations database backup procedures to ensure the data backup is being performed as recommended. MCCi will also provide consultation with members of your organization to assist in developing Document Management solutions specific to your needs. This analysis is designed to be implemented 6 months after the initial Laserfiche Software installation, and would be performed annually after that date, if the client chooses to renew the package after the first year. 10. ,RECOMMENDED HARDWARE SPECIFIC A TIONS. MCCi will provide necessary consultation as to the compatibility of current hardware with the Laserfiche system. Changes and recommendations will be made at the time of consultation. See system requirements below. Please keep in mind that these are the minimum system requirements. All scanners also require the ScanConnect Software, which is quoted below. SCANNING STATION PC SERVER REQUIREMENTS SCANNERS Operating System: Windows 2000 or XP Opemting System: Windows 2000, or Windows 2003. Must utilize ISIS drivers CPU: 800 MHz processor or faster CPU: Pentium ill 700 MHz processor or faster Memory: 256 ME RAM;Communications: TCP/IP Memory: S 12 MB RAM minimum; 1 MB per additional user Web browser. Internet Explorer S or higher Communications: TCP/IP FOR LF UNITED VERSION ONLY: Database Engine: MS SQL Server 2000 (service pack 3 or higher) CLIENT REQUIREMENTS WEBLlNK REQUIREMENTS Operating System: Windows 2000 or XP Operating System: Windows 2000 wI Internet Infonnation SeJVice 5.0 CPU: Pentium D 500 MHz processor or faster CPU: Pentium ill 650 MHz process", Memory: 128 MB RAM;Comnumications: TCP!lP Memory: 256 MB RAM Web browser: Internet Explorer 5 or higher , '. ". . \ 11. HARDWARE. Hardware prices do fluctuate frequently. Pricing will be confirmed prior to order. Support for all Hardware is provided by the hardware manufacturer and is the responsibility of the Client. Warranties for all hardware can be quoted upon request. 12. PAYMENT & BILLING TERMS. MCCi will invoice fifty percent (50%) of the total contract amount upon scheduling of installation. Balance will be invoiced and billed upon completion of installation. Payment will be due upon receipt of an invoice. - -- - - - ~ "\ .