LASERFICHE DOCUMENT IMAGING SOFTWARE - PROFESSIONAL SERVICES PROPOSAL
.
MCCI
Municipal Code Corporation
SALES DEPARTMENT
PO Box 2235. Tallahassee, Florida 32316
TELEPHONE (800) 342-2633. FAX (850) 701-0715
Donny Barstow, General Manager. Extension 599. dwb@mccinnovations.com
August 15,2005
Mr. John Feit
Admin Support Manager
City of Clearwater
100 South Myrtle Avenue
Clearwater, Florida 33756
Dear Mr. Feit:
I enjoyed speaking with you recently regarding the Laserfiche Document Imaging Software. Pursuant to
our discussion, we are pleased to enclose our Professional Services Proposal for the Laserfiche Software
and our Laserfiche Services. While reviewing the proposal please keep in mind the advantages that
Laserfiche offers:
~ Protection - Your records are automatically captured, in text and image, within a database, which
cannot be changed or misplaced.
~ Research - Records are converted to text and images for quick and easy research and printing at the
click of your mouse.
~ Storage - Laserfiche allows you to store up to 16,000 pages of records on one CD-Rom saving time
searching for documents and saving you space.
~ Retrieval - The Laserfiche search engine, which allows boolean, fuzzy, text, and proximity searches
is easy to use and fast to retrieve any document you are looking for.
If you have any questions concerning our proposal or desire additional information, please do not hesitate
to contact me at the number provided above. We appreciate your interest and hope that we will have the
pleasure of working with you and serving the City of Clearwater.
Sincerely,
Donny Barstow
General Manager
DWB/kgc
*Please check all boxes below for options desired.
SOFTWARE
o LF RME Server Software *requires MS SQL
o 10 LF Full User ($517 each)
o 50 LF Retrieval User ($207 each)
o LF 10 User SnapShot ($94 each) *imports documents from computer
o LF 10 User E-Mail Plug In ($75 each) *requires MAP! compatible e-mail
o LF Weblink
o 4 LF ScanConnect (required for each scanner purchased/utilized @ $155 each)
Total Software
ANNUAL SOFTWARE SUPPORT
o LF RME Server LSAP
o 10 LF Full User LSAP ($110 each)
o 50 LF Retrieval User LSAP ($44 each)
o LF 10 User SnapShot LSAP ($20 each) *imports documents from computer
o LF 10 User E-Mail Plug In LSAP ($16 each) *requires MAP! compatible e-mail
o LF Weblink
Total Software Support and Updates
For budgetary purposes, the Client should include this amount in annual budget for renewal of LSAP
of the above quoted software.
HARDWARE: Please see section 10 for minimum hardware requirements
INSTALLATION. TRAINING & PROFESSIONAL SERVICES:
o 1 day, Installation & Testing of software @ $1,200 per day
o 3 days, Training of software (1 day for each existing department) @ $1,200 per day
o 2 days, Training of Records Management module @ $1,200 per day
** Travel expenses are included in installation and training. Any installation and training hours not
used in the implementation will be converted to PSP hours. All installation and training costs are per
day (based on an 8 hour day) and per MCCi Technician. **
o 30 hours, Professional Services Package @ $110 per hour
*Travel expenses not included for onsite PSP visits.
o Shipping and Handling Fee for LaserFiche Software
o Conversion of data in existing document management system - up to 10GB
** MCCi is waiting on additional data from the city in order to determine the time and cost
that will be involved for data conversion. The above price is an estimate only, based on the
amount of data to convert.
$18,800
$5,170
$10,350
$940
$750
$7,516
$620
$44,146
$4,000
$1,100
$2,200
$200
$160
$1,590
$9,250
$1,200
$3,600
$2,400
$3,300
$50
$5,000
PAYMENT & BILLING TERMS
MCCi will invoice fifty percent (50%) of the total contract amount upon receipt of the signed contract. Balance
will be invoiced and billed upon completion of installation. Payment will be due within 30 days of receipt of
lllVOlce.
Total Cost
$68,946
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:
August 15, 2005
By:
~~ ~~ ,V,'.
/'~Signature)
Lawton ~rd - Managing Director
~ (Printed Name & Title)
Witness:
\~
('Q(:tl D ~
(Signature)
By:
Noted Items Accepted by:
Date:
(Signature)
(Printed Name & Title)
Witness:
ATTEST:
c.
Countersigned:
Cynth' GoUdea~~ignature) City Clerk
-:/~~ ;: ~
<..----" (Printed Na~ & Title)
Fr k V. Hibbard, or
Approved as to form:
~
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 CLEARWATER, FLORIDA a corporation duly organized and
existing under state law, hereinafter referred to as the Client. according to the following terms and conditions.
LASERFICHE SOFTWARE & HARDWARE
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 irntantly. 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 Lasertiche. For example the 12 Retrieval users could be installed on 20
different Pes but only 12 of them could access the system simultaneously.
. LASERFICHE EXECUTIVE: This system is a I (one) user standalone system. because it is run from one
station, only one person can access information at one time. Laserfiche Executive is a MSDE (Microsoft Data
Engine) version of Lasertiche and comes with one MSDE database with a capacity of 1.000.000 documents.
. LASERFICHE TEAM: Laserfiche Team is a MSDE (Microsotl Data Engine) version of Laserfiche and comes
with one MSDE database with a capacity of 1.000.000 documents. The MSDE version is suitable for small
system installations. With this package you can choose the number of full users and retrieval users. Laserfiche
Team is upgradeable to Laserfiche United (MS SQL).
. LASERFICHE UNITED: Laserfiche United unites document imaging and management applications using the
MS SQL Server platform. With Laserfiche United the Client is required to purchase the MS SQL database in
addition to the Laserfiche Application. This can be purchased by the organization. or pricing can be supplied by
MCC.
LASERFICHE PLUG INS, UTILITIES & TOOLS. MCCi can provide additional Laserfiche Plug-ins Utilities, &
Tools software. Laserflche offers a selection of add-ons and development tools designed to let you tailor Laserfiche
to meet your needs.
Canture Plul! Ins:
. Laserfiche Import Agent™ automates document importing and document, management within Laserfiche,
particularly well-suited to work with multi-function peripherals
. Laseriiche 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 Plul! Ins
. Laserfiche WebLink™ secure, platform-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 PIUS™ 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 COLD/COLD PIUS™ archives machine-generated reports to digital media. eliminating great
quantities of paper reports. cutting storage costs and allowing immediate report retrieval.
Worknow& 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.
Batch Processin2
. 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 Zone OCR: scan a zone on an image captured by QF for text
. QF Bar Code Recognition: read bar codes on images captured by QF.
. QF Quick Fonus: 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 AnnotationlBates 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 meso
. 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.
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.
SOFTWARE SUPPORT. Software Support for the above software packages is otfered by MCCi and Compulink.
(Developers of Lasertiche 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 FrP and web site access and Technical bulletins and newsletters
SOFTWARE INST ALLA TION. 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.
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.
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.
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 recontigurations; will be billed at $125 per hour.
PROFESSIONAL SERVICES 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 a'\ the
development of a Records Retention program within Lasertiche. We also refer to this as a "hand holding
package" for the tirst year after system implementation.
. User Telephone or E-mail Support: This service is offered by MCCi to augment the Lasertiche 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 al'\o provide consultation with members of your organization to a'\sist in developing Document
Management solutions specific to your needs. This analysis is designed to be implemented 6 months after the
initial Lasertiche Software installation. and would be perfonned annually after that date, if the client chooses to
renew the package after the first year.
RECOMMENDED MINIMUM HARDWARE SPECIFICATIONS. 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
Operating System: Windows 200n or XP
CPU: 800 MHz processor or faster
Memory: 256 MB
RAM:Communications: TCP/IP
Web browser: Internet Explorer 5 or
higher
SERVER REQUIREMENTS
Operating System: Windows 2000. or
Windows 2003.
CPU: Pentium III 700 MHz processor or faster
Memory: 512 MB RAM minimum:l MB per
additional user
Communications: TCP/IP
FOR LF UNITED VERSION ONLY:
Database Engine: MS SQL Server 2000
(service pack 3 or hi,gher)
SCANNERS
Must utilize
ISIS drivers
CLIENT REQUIREMENTS
Operating System: Windows 2000 or XP
CPU: Pentium II 500 MHz processor or
faster
Memory: 128 MB RAM:
Communications: TCP/IP
Web browser: Internet Explorer 5 or
higher
WEBLINK REQUIREMENTS
Windows 2000 with lIS 5.0 or
Windows 2llO3 with lIS 6.0
CPU: Pentium III 650 MHz processor
Memory: 256 MB RAM
HARDWARE. Hardware prices do fluctuate frequently. Pricing will be confirmed prior to order. Support for all
Hardware is provided by the hardware manufacturer and i'\ the responsibility of the Client. Warranties for all
hardware can be quoted upon request.
PAYMENT & BILLING TERMS. MCCi will invoice tifty percent (50%) of the total contract amount receipt of
the signed contract. Balance will be invoiced and billed upon completion of installation. Payment will be due within
30 days of receipt of invoice.