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PROFESSIONAL SERVICES PROPOSALwfcci ExperienceExcellence Municipal Code Corporation PO Box 2235 • Tallahassee, Florida 32316 TELEPHONE (800) 342 -2633 • FAX (850) 564 -7496 Logan Di Liello, Senior Account Executive • (850) 408 -5433 • logan@mccinnovations.com November 14, 2016 Mr. Jeremy Williams IT Manager P.O. Box 4798 Clearwater, FL 33758 Dear Mr. Williams: I enjoyed speaking with you recently regarding the expansion of your current Laserfiche system. Pursuant to our discussion we are pleased to enclose our Professional Services Proposal. While reviewing the proposal please keep in mind the following advantages of being a MCCi customer: Leading Provider— MCCI is the leading provider of Laserfiche in the world and the only Platinum VAR. With 3 offices in Florida, we are dedicated to our Florida customers and serve over 125 clients in Florida alone at this time. `✓ Professional Certifications — MCCi's staff is well- trained and holds multiple certifications in security, HIPAA, CDIA+ and more to give you the peace of mind that we are simply the best at what we do. Our staff is also Laserfiche Gold Certified, meaning we have passed the Laserfiche CPP courses required for this certification. Public Sector Focus — MCCi was created by Municipal Code Corporation to focus on innovative technologies for the public sector. MCCi provides Laserfiche software and services to public sector entities including Cities, Counties, State Agencies, Special Districts, School Districts, Law Enforcement and more. Specialization in Enterprise Solutions — Our Project Managers provide implementation and training services to help make your solution an Enterprise -wide deployment. We work with you on your initial project plan knowing that one day Laserfiche will be used across the entire organization. This methodology helps you plan to meet this goal in your time frame whether it be an immediate objective or part of a multi -year plan. Superior Support — MCCi utilizes a multi - layered support team geared towards offering each client multiple contacts to enhance the usage of every product implemented. We offer support through our help desk, email, and toll free number, and also have an online support center that gives end users access to training manuals, "how to" checklists, training videos, a knowledge base, and software updates. ¥/ Robust Resources — Whether it is integration, scanning and indexing services, an electronic forms solution, etc., MCCi has additional solutions that are complimentary to Laserfiche, while allowing you to work through one vendor for best of breed solutions. If you have any questions concerning our proposal or desire additional information, please do not hesitate to contact me on our toll -free number. We appreciate your interest and thank you for being a MCCi client. Sincerely, Logan Di Liello Senior Account Executive 1 Executive Summary Company History MCCi, a subsidiary of Municipal Code Corporation (The nation's leading codifier for local government), has been providing Enterprise Content Management Solutions to its clients since 1998. In 1998, Municipal Code Corporation (MCC) created a document imaging division, which subsequently evolved into MCCi in the summer of 2003. This allowed MCCi to provide its customers with a higher level of service, but still benefit from the stability and credibility of MCC. With a client base of over 700 Laserfiche clients and satellite offices across the country, we are striving to be the leading Enterprise Content Management provider in the United States. MCCi has been the #1 Laserfiche VAR in the world for the last 8 years and is the only Platinum VAR. Proposed Solution MCCi is proposing the Laserfiche software for your organization. Laserfiche is a unified solution that manages all your organization's documents and records, regardless of location or media. Please keep in mind some of the features of Laserfiche: `' User Friendly — Laserfiche is very easy to learn, navigate and use. Users will see Laserfiche has a folder tree structure similar to Windows Explorer for easy viewing and use. This familiarity will give your staff the confidence to begin scanning and retrieving documents almost immediately after installation making an Enterprise rollout easier on your resources. `l Comprehensive Security— Laserfiche Comprehensive Security allows you to control the security of your documents on many levels. You determine what functions, such as scanning and printing, each staff member may use. Security features are easy to administer and with proper right records managers can administer most security functions without IT staff assistance. Intelligent Search — Laserfiche lets you search your documents based upon full -text search, index search, and document and folder name searches. The Laserfiche full -text search unlocks the contents of your documents; if you need to find a word or phrase within a document, the full -text search retrieves it immediately. An easy Google -style toolbar is available for searching as well. `l Integration — Laserfiche is the central repository for records in your organization and allows you to integrate other main line of business solutions easily. Whether you are looking for a way to integrate with a departmental solution, ERP solution, Microsoft product, etc., Laserfiche has options available. Laserfiche Microsoft integrations include the ability to archive Office & Outlook documents directly into Laserfiche as well as integration with Microsoft SharePoint. E -Forms & Business Process Automation — Laserfiche allows users to capture information instantly and automate business processes instead of the traditional methods of using an imaging solution as an archival tool. Users are finding efficiencies by reducing the time processes take and giving users access to information instantaneously through the implementation of Laserfiche Forms and Laserfiche Workflow, resulting in cost savings for the organization. 'if Mobility & Web Tools — Mobile devices are being used more and more in organizations for day to day operations. Laserfiche has options available to ensure you can access Laserfiche from these devices and perform related actions quickly on the go. There are also options for giving your outside citizens /customers access to records through the web to promote transparency and decrease records requests. Rio Features MCCi is recommending the Rio platform for your organization. Rio includes: Named user tiered pricing with volume discounts. Each user comes bundled with: Workflow for Business Process Automation Web Access, which includes a thin client option for users, Web Access Light for mobile devices & tablets, iPhone & iPad apps, and SharePoint integration. Snapshot for archiving electronic records & Email Plug -in for emailing records directly from Laserfiche Advanced Audit Trail for monitoring, recording, and reporting on system activity. - Digital Signature capabilities ¥ Unlimited Servers and Repositories to support back -ups, failover clustering, and testing environments. `c Rio Directory Services for easy creation of licenses for testing, development and production systems. `l Web -based Administrative Console allowing you to administer the system from anywhere. `y Options for Electronic Forms, Records Management, Batch Processing tools, Integrations, and Web Portals. MCCi Advantage MCCi is a leading Laserfiche provider focusing on customer service in every aspect of your project. As a client you will receive access to our highly trained staff & support services, including: Ni Dedicated Project Management — Our Project Managers are highly trained in the areas of implementation, Workflow processes, integrations, and more to help your organization implement a well thought out Enterprise system based on your organization's needs. They are Laserfiche Gold Certified and also hold other professional certifications to maintain a high knowledge level of our client's business processes. Dedicated Support — Once your project is complete, you will have access to our support staff for trouble shooting & supporting your Laserfiche system. Our staff can be easily reached through email, phone or our online support center. Sales & Account Management Team — You will have a dedicated team of an Account Executive and Account Manager that you can directly contact. They will also proactively contact you to ensure satisfaction, provide additional information on your products, and conduct web & regional events on continuing education topics. Training Services — Before, during, and after your project, we focus on ensuring the users are trained on the software and stay up to date on the features available. In addition to our Training Services, we offer a yearly subscription to our Online Training Center for Laserfiche to help protect your Laserfiche investment. This allows all types of users, regardless of their role, to access videos on popular topics. This information is updated monthly and will be a continued resource for your organization. 1 Back File Scanning & Conversion Experience — In the event you need to address a back file scanning project or have older data from legacy systems to convert, we have experience in addressing these and integrating them into your Laserfiche system. We have converted over 30 different applications and migrated the data to Laserfiche for other clients. N(CCi ExpenenceExcellence PRICING PROPOSAL Product Description: EXISTING LASERFICHE SOFTWARE SYSTEM CONFIGURATION RME Standard Server *requires MS SQL Includes Advanced Audit Trail LF FuII User LF Retrieval User Snapshot Plug In Q Email Plug In LF Scanconnect *required for each scanner purchased /utilized LF Scanconnect 5 -pack Weblink O Integrator's Toolkit Existing Software Credit Total ECM SOFTWARE LICENSING FOR RIO Rio Pilot - Records Management 25 -49 Users Includes Unlimited Laserfiche Servers, Records Management Edition, Workflow, WebAccess (including the SharePoint integration web parts and WebAccess Light), Advanced Audit Trail, Snapshot, and Email One Time Laserfiche Discount *Must be ordered by 12/23/2016. Discount is based on this quote and if the quote changes the discount amount is subject to change. OCR Scheduler for Laserfiche - Requires one dedicated Laserfiche User License LF Scanconnect for Rio 10 -pack Document Management Software and Licenses Total ELECTRONIC FORMS FOR RIO .L7( LF Forms 25 -49 Users (10% Add -on to all Named Users) LF Forms Rio Authenticated Participants (1 -49 Users) Electronic Forms Total WEB TOOLS FOR RIO Public Portal - Dual CPU Machine Includes WebLink -only unlimited retrieval connections per processor. Provides read -only access thru LF WebLink. Any Physical server/VM using Public Portal must have a # of licenses = to # of processors on the LF Server. Web Tools Total INTEGRATION TOOLS FOR RIO [J1 Integrator's Toolkit for Rio Integration Tools Total 4 Qty. Cost -1 $20,000.00 -15 $600.00 -50 $210.00 -15 $90.00 -15 $80.00 -4 $160.00 -1 $660.00 -1 $7,995.00 -1 $2,500.00 Upgrade to Rio Total ($20,000.00) ($9,000.00) ($10,500.00) ($1,350.00) ($1,200.00) ($640.00) ($660.00) ($7,995.00) ($2,500.00) ($53,845.00) 25 $990.00 $24,750.00 ($2,000.00) $1,500.00 $1,500.00 $915.00 $915.00 $25,165.00 25 $90.00 $2,250.00 20 $200.00 $4,000.00 $6,250.00 1 1 $50,000.00 $50,000.00 $2,500.00 $50,000.00 $2,500.00 $2,500.00 5 ANNUAL SOFTWARE SUPPORT - BASIC LSAP El Rio Pilot - Records Management 25 -49 Users 25 $207.90 $5,197.50 Includes Unlimited Laserfiche Servers, Records Management Edition, Workflow, WebAccess (including the SharePoint integration web parts and WebAccess Light), Advanced Audit Trail, Snapshot, and Email RI OCR Scheduler for Laserfiche - Requires one dedicated Laserfiche User 1 $346.50 $346.50 License O LF Scanconnect for Rio 10 -pack 1 $193.20 $193.20 O LF Forms 25 -49 Users (10% Add -on to all Named Users) 25 $18.90 $472.50 O LF Forms Rio Authenticated Participants (1 -49 Users) 20 $42.00 $840.00 Q Public Portal - Dual CPU Machine 1 $10,500.00 $10,500.00 Includes WebLink -only unlimited retrieval connections per processor. Provides read -only access thru LF WebLink. Any Physical server/VM using Public Portal must have a # of licenses = to # of processors on the LF Server. [J( Integrator's Toolkit for Rio 1 $787.50 $787.50 Q Laserfiche Administration Services 1 $7,796.25 $7,796.25 Laserfiche Administration Services needs are estimated based on the current software components provided herein: up to 52.5 hours. Q Training Center 50 -99 Users 1 $3,920.00 $3,920.00 Q MCCi SLA 50 -100 Laserfiche Users 1 $3,800.00 $3,800.00 Receive 4 hour or less response time and up to 10% off future professional service engagements — full SLA document available upon request Annual Support Total $33,853.45 For budgetary purposes, the Client should include $33,853.45 in annual budget for renewal of the items quoted above. Please note that if you subscribe to MCCi's SLA or Training Center, additional user licenses may increase the cost of these items at the time of your next annual renewal. MCCi PROFESSIONAL SERVICES [r LF Forms Training - Comprehensive 1 $4,400.00 $4,400.00 Includes remote installation with up to 2 days onsite training. MCCi will provide remote forms configuration assistance for up to 30 days post onsite training. O Workflow Configuration Training, Level 1 1 $9,350.00 $9,350.00 Includes remote installation with up to 2 days of onsite training. MCCi will provide remote workflow configuration assistance up to 30 days post onsite training. O MCCi Project Management Services, Up to 55 hours 1 $9,075.00 $9,075.00 Remote Installation and Configuration: •Rio Upgrade •Rio Directory Server •PD Application Server •Public Portal (internal and external views) •Laserfiche Mobile • Web Access Professional Services Total Total Project Cost 1 All Quotes Expire in 30 Days $22,825.00 $86,748.45 PAYMENT & BILLING TERMS MCCi will invoice one hundred percent (100 %) of the software and support upon delivery of software. If services are included, the balance of the total project will be invoiced upon completion of the proposed professional services, which may be broken up based on the completion date of specific services. Sales tax will be included where applicable. Payment will be due upon receipt of an invoice. Laserfiche software and help files are provided electronically. If hard copy manuals or software is desired, there is a $50 additional charge. This will need to be requested. Note: MCCi will prorate the support of this additional software to be congruent with your current Laserfiche system's support (LSAP) dates, the purpose of which is to align all software with one support date so maintenance of your account is made easy. MCCi will bill for the actual amount of support, which may be higher or lower than quoted. To ensure you are budgeting correctly for future renewals, please add the amount listed in the budgetary note above to your current budgeted renewal amount. 6 MCC/ STANDARD SERVICES To determine which services and products are included with your project, please refer to the Pricing Proposal above. MCCi prides itself in providing high quality professional services and support. Providing the most advanced level of tech support via the web, e-mail and phone, you can rest assured that MCCi will provide you with profession installation, training and support services. Our clients can rely on us to provide a continual flow of information through our technical bulletins and newsletters. MCCI PROJECT MANAGEMENT SERVICES MCCi Project Managers are Laserfiche Certified. There are multiple Laserfiche Certifications and MCCi focuses on maintaining all of them. MCCi Project Managers administer these services and concentrate on defining business requirements and the deliverables that follow. The MCCi Project Manager will work with the client's point of contact to put together a project plan that clearly defines the scope of services of the Project Management services. These services are included to ensure the Client is prepared for the final project implementation. Implementation Client Consultation - The assigned MCCi Project Manager will perform a remote pre - installation solution development plan including configuration of security rules for the Client prior to installation and training. This consultation will include a review of current document organization and retrieval practices to determine desired indexing methods, as well as other basic system set up needs. Once this information has been gathered and provided to the MCCi project manager, the basic folder structure, document naming scheme, scheme, and template set -up will be configured prior to onsite training. Remote Installation and Configuration — Software installation and configuration may occur remotely as part of the Project Management services to ensure the onsite time purchased is focused on the direct objective. Please refer to the pricing proposal to determine if the onsite time will include installation and configuration. Remote Training — Project Management services may be utilized for training administrators or users remotely if not providing onsite training. Please refer to the pricing proposal to determine the training model quoted. 71 MCC/ ADVANCED IMPLEMENTATION SERVICES *The following services listed have been included in your Pricing Proposal based on the recommendation of your Account Executive. Please consult with them for any questions. To determine which services and products are included with your project, please refer to the Pricing Proposal above. LASERFICHE WORKFLOW CONFIGURATION TRAINING MCCi's Laserfiche Workflow Configuration Training service is designed to be highly collaborative. The goal is for the client to have a trained Workflow Configuration Administrator. As a prerequisite, the client's Workflow Configuration Administrator should be a business process savvy individual with good technical skills. This is the person tasked with handling future workflow configurations, including any modifications needed to the configuration focused on during training. Client Deliverables • Provide MCCi with a mapped out /narrative of specified business process including metadata requirements and sample reports from functional activities involved. This will be used as an example for the training process, in an effort to leave the client with a start of a workflow configuration. • Appointment of Workflow Configuration Administrator who has been through Laserfiche Administrator training • IT resources MCCi Deliverables • Install and configure Laserfiche Workflow with current Laserfiche system • Onsite Workflow Configuration Administrator Training • Workflow Managed Services post onsite training - Configuration assistance for a period of time immediately following onsite training • Developer Training (Applicable to Level 2 training package) MATRIX OF WORKFLOW TRAINING PACKAGES: Services Provided Filing Workflow Level 1 Level 2 Remote Installation Included Included Included Onsite Training Days 1 2 3 Workflow Configuration Assistance Post Onsite Training Remote 30 Days Remote 30 Days Remote 45 Days Developer Training None None Remote 1/2 Day Developer Assistance Post Developer Training None None Remote 15 Days LASERFICHE WORKFLOW MANAGED SERVICES MCCi 's Workflow Managed Services package is a post - implementation service, and is designed to assist the client's Workflow Configuration Administrator with ongoing consulting and configuration needs. Workflow Managed Services are billed in advance each year, in return for a discounted rate. Workflow Managed Services may be used for the following: 81 • Additional Workflow Set Up Consultation — MCCi continues to consult and make recommendations on best practices for modifying existing / creating new workflow configurations. • Additional Remote Training — MCCi offers additional training for the client's Workflow Configuration Administrator. This is ideal for refresher training, as well as for new personnel in the event of turnover. • Ongoing Security Consultation — Laserfiche security plays a much larger role when business processes are being automated by Laserfiche Workflow. MCCi assists the client's Security and Workflow Configuration Administrators to offer security best practices to align with workflow configurations. • Leveraging Existing System(s) — MCCi will help identify more efficient ways of utilizing the Laserfiche product suite, as well as how to leverage other systems and the related data contained therein. • Meta -Data Consultation — Various meta -data objects must be created /modified to match up with specific workflow needs. MCCi will consult and help identify meta -data needs. • Expiration & Additional Services — Managed Services is an annual package and will expire on the same date as your SAP plan. The number of hours included are not to exceed the price of the package divided by MCCi's discounted hourly rate (Managed Service hours are discounted by 10 %). Pricing can be adjusted for any additional hours if needed. • Remote Access Support — Managed Services are delivered remotely. Remote Access Support allows our helpdesk staff to access your machines remotely to resolve problems faster. The use of Remote Access Support saves you both time and money by reducing the delays in resolving software issues without costly onsite visits. LASERFICHE FORMS SERVICES MCCi's Laserfiche Forms Services are designed to be highly collaborative. The goal is to provide a customized package for your organization. Whether you need direct assistance implementing Laserfiche Forms, or hands -on training to empower your organization to create and maintain electronic forms, or both, MCCi has options available. Please see your Pricing Proposal for the specific Laserfiche Forms Services quoted. Forms Training Services Provided Basic Overview Comprehensive Training Duration Up to 1 Day Onsite Up to 2 Days Onsite Forms Designer Yes Yes Process Modeler Yes Yes Workflow Configuration (For Forms Process Modeler Integration, and Filing Only) No Yes Forms Configuration (Up to 1 - Level 1 Form) 0 1 Forms Configuration Services Per Form Level 1 Level 2 Level 3 Forms Design Services (Create new form or modify form from the Business Process Library 10.1 +) Up to 15 Fields Up to 30 Fields Up to 50 Fields Form Field and Data Look -up Rules* Up 10 Rules Up to 20 Rules Up to 40 Rules 9 Process Modeler Configuration Up to 5 Steps Up to 10 Steps Up to 20 Steps Workflow Configuration (For Forms Process Modeler Integration, and Filing Only) No Yes Yes Custom Scripting (JScript or CSS)* Call for Quote CaII for Quote Call for Quote *Please note: Users submitting through the Forms Portal are limited to forms submission. Users cannot participate in the workflow /routing process within Laserfiche Forms Process Modeler or Laserfiche Workflow, unless they have a Laserfiche Named User License. All Forms Configuration Services are conducted remotely due to multiple decision points throughout the configuration, which may cause delays. - Field Look -ups: Database Views and Queries must exist or be created by the customer prior to MCCi database lookup configuration. Java Script and CSS Scripting (if needed) are not included, unless otherwise notated in the pricing section of the Pricing Proposal. 101 SOFTWARE DESCRIPTIONS LASERFICHE AVANTE Laserfiche Avante solution is a named user model and starts out with a feature rich system that is based on the number of people who will be using the system. It is designed for small to mid -size organizations and helps you capture, manage, distribute, and work with information in diverse working environments. Avante comes with Laserfiche Workflow and allows your organization to move beyond simple document routing to automate everyday tasks, optimize business processes, and share information with a wide variety of applications. Avante systems allow you to choose from multiple database platforms and incrementally expand the system with records management edition and other plug -ins such as Auditing, Web Access, Digital Signatures, and Batch Processing. The Laserfiche Avante pricing structure makes it simple and affordable to add new features and functionality to your Laserfiche system as your needs change. LASERFICHE RIO MCCi recommends the Laserfiche RIO solution for Enterprise clients that have a large volume of users, as well as the need for test environments and multiple servers /repositories. RIO and each RIO license comes coupled with Workflow, Web Access, Mobile Access, Snapshot, Email, Digital Signatures, and Advanced Audit Trail. This licensing structure makes it much easier on IT administration, especially when dealing with a large user base. In addition, RIO supports an unlimited number of application servers, as well as repositories, making it well suited for expansion and testing needs. RIO can connect either to MSSQL or Oracle for the backend database, and of course many of the same optional Laserfiche modules such as the Records Management, Batch Processing and Weblink Public Portal licenses are available with RIO. LASERFICHE SOFTWARE FEATURES AND LICENSING ;Feature Avante Rio !Comments Database ;Options SQL Express, SQL, Oracle SQL, Oracle Retrieval Concurrent Users Public Portal (Weblink) -7— Public Portal (Weblink) 1 r Full Named Users Unlimited Tlncludes Workflow, Email and Snapshot for Avante; Includes Workflow, Email, Snapshot, Digital 25 - Unlimited Signatures, Web Access and Advanced Audit Trail for Rio. 'Retrieval Named Users n/a I ;Includes 200- Unlimited Email capability. Minimum of 200 must be purchased. ;Application Servers Unlimited User License Model Named Named ;Repositories 1 Avante: Up to 14 additional (for a total of 15) U 15 per Repositories can be added at an additional cost. p p RIO: Each Application Server can have up to 15 Application Server Repositories attached. RIO allows for an unlimited number of Application Servers. 1 1 l SOFTWARE DESCRIPTIONS Workflow Snapshot Email WebAccess (Thin client access for named users) Mobile Access Digital 1Signatures !Audit Trail LF Connector Included Included Included Add -on option- As of 1 -1 -2016 included in all new user license purchases Included Included Included Included Requires WebAccess Included Add -on option Included Add on option Includes Advanced ■(Options for Starter, Audit Trail Standard, Advanced) Add -on option Public Portal ;(Weblink) Options F Records Management Laserfiche Versions 1 Web Admin Console I Weblink Public Portal license package options (5,10, 25, 50, Unlimited Single Processor, Unlimited Dual Processor, Unlimited Multi Processor) Add -on option Laserfiche Forms Users Lf 8.1 and later Included Add -on option Add -on option Weblink Public Portal license package options (50, Unlimited Single Processor, Unlimited Dual Processor, Unlimited Multi Processor) Add -on option Lf 8.0.1 and later Included 'Avante Public Portal: The 5 concurrent license only allows for one security profile to be set. Unlimited versions are licensed per Laserfiche application server, and per processor. The licensed number of processors must be equal to or greater than the number of processors (CPUs) on the correlating Laserfiche application server. Note: Additional copies of the Unlimited Public Portal are needed if there is a need to connect the Public Portal to more than 1 Application Server. Add -on option The Laserfiche Forms User is a required add -on to 1 all Laserfiche Full Named User licenses, and is a pre- requisite to all other Forms licensing options. This add -on will give the current Laserfiche Full 'Named Users full access (submission, process involvement, and approval rights) to Laserfiche Forms Server. The Laserfiche Forms Server can be installed multiple times, however each instance can only be associated with one Laserfiche application Server. Laserfiche Forms Portal Add -on option Add -on option Laserfiche Forms Users licensing is a prerequisite to being able to purchase Forms Portal licensing. The Forms Portal license allows Form submission from unlicensed (public) users. Forms Portal was 12 ) SOFTWARE DESCRIPTIONS Laserfiche 'Enterprise Forms Add -on option Portal j Laserfiche !Authenticated Participants Add -on option ,'Upgrade Path Rio Add -on option also designed primarily for non - internal /public user submissions, therefore there is no Windows Authentication security validation provided. The users that access Forms through the Forms Portal can only submit forms (these users cannot participate in the business process after a form has been submitted). The Forms Portal is licensed to a specific Forms instance /server, rather than to the Laserfiche Application Server. Please note that if an organization desires to have a Forms Portal for internal users, as well as a Forms Portal for external users, and security protocol requires that these two Forms Portals reside on separate servers (one internal one external), multiple Forms Portal licenses are required. The Enterprise Forms Portal License is recommended for Laserfiche Rio Customers that have multiple Laserfiche Application Servers, as well as for Laserfiche Avante (Avante only allows for one Laserfiche Application Server), but require more than two Forms Portal licenses (see Forms Portal description above). Enterprise Forms Portal is, indeed, unlimited Portals. Instead of allocating one or more Forms Servers as Portals, they all are automatically Forms Portals. Add -on option n/a ILaserfiche Forms Users licensing is a prerequisite Ito being able to purchase Forms Authenticated IParticipant licensing. Forms Authenticated Participant licenses allow Non - Laserfiche Users to participate in Laserfiche Forms Process Modeler Business Processes, and allow for secure authentication when interacting with Laserfiche Forms. Forms Authenticated Participant licensing is recommended for all internal users that require authentication and /or intend to participate in more than just the Forms submission process, and for those users that do not have Laserfiche Full Named User licensing, but have a need to authenticate and participate in Laserfiche Forms Business Processes. A Forms Authenticated Participant license is required for each Forms Server that the user needs to submit to. LASERFICHE PLUG -INS Laserfiche Plug -Ins, Utilities, and Tools 13 I SOFTWARE DESCRIPTIONS MCCi can provide additional Laserfiche Plug -ins Utilities, & Tools software. Laserfiche offers a selection of modules and development tools designed to let you tailor Laserfiche to meet your needs. Certain Plug -Ins may be bundled differently based on the Laserfiche platform. Please refer to the pricing page /pricing proposal to determine which modules have been proposed. Capture Modules Laserfiche ScanConnectTM: allows ISIS scanning. A collection of ISIS scanner drivers is included with Laserfiche ScanConnect. These drivers allow images to be scanned through supported scanners. ScanConnect 7.x is can be purchased as an add -on to both Laserfiche scanning and Quick Fields. Laserfiche SnapshotTM: Laserfiche Snapshot is included with both Avante and RIO Full Named User Licenses, and can generate images and text from an electronic file (e.g. a Word document, a web page, a text editor, etc.). The files generated by Laserfiche Snapshot capture the content of the electronic file at the time that it was processed. In other words, they represent an accurate portrayal of an electronic file at a given point in time. The images and text created from an electronic file are then stored in a Laserfiche repository. As you can see, Laserfiche Snapshot can be used as a tool to archive a particular version of an electronic file. Laserfiche Snapshot can process any electronic file that can be opened with a Windows application that has printing capabilities. This feature is automatically included with every Full User purchase. Laserfiche Import Agent: Import Agent is a tool for automatically retrieving files stored in a Windows folder and importing them into a Laserfiche repository. The Windows folder can be local to the Import Agent machine or stored on a network drive. During the import process, Import Agent can process the files (e.g., perform OCR), use XML data as part of the process, and perform additional tasks. OCR Scheduler for Laserfiche: MCCi developed this tool. It provides a simple and effective way to mass OCR documents in Laserfiche. It allows administrators to configure multiple OCR sessions. Sessions are created based on selecting folders within a specific Laserfiche Repository and scheduling the time to begin the OCR process. Benefits: • Efficiency: Clients can schedule the tool to perform the OCR function, rather than tie up machines during the normal working rhythm. • Support /Search Content: Leaving the responsibility in users hands to conduct OCR can lead to incomplete processing. The tool provides assurance that everything in need of OCR is being addressed without end user interaction. "Quick Fields" (QF) Batch Processing Tools: Quick Fields is a suite of Batch Processing utilities created by Laserfiche. Avante and RIO bundle each of these features differently, which is reflected in the Pricing Proposal section: • Laserfiche® Quick FieldsTM automatically captures useful information from paper and electronic documents and organizes it for fast retrieval. Quick Fields transforms data capture from a costly and labor- intensive operation into an efficient process by collecting precise pieces of information from the masses of unstructured data flowing into your organization. Quick Fields improves the speed and accuracy of data capture while giving authorized staff instant access to the information they need to work effectively. • QF Bar Code Validation Package: The Bar Code add -on reads bar codes on a specified page in the document. The value returned by the bar code process can be used to identify a page, populate a field, determine the document name, or determine where the document will be stored. Bar Code is 141 SOFTWARE DESCRIPTIONS very powerful when combined with Real Time Lookup. Supported barcode formats: Codabar, CODE 39, CODE 128, EAN 8, EAN 13, Interleaved 2 of 5, UPCA, and UPCE. • QF Real -time Look up Validation Package: Lookup populates template fields and validates metadata by retrieving data stored in third -party databases and other applications. • QF Zone OCR Validation Package: Images that contain clearly printed or typed information can be converted to text files through a process called OCR (Optical Character Recognition). Once text has been extracted from an image, it can be sent along with the image to the repository. Once the document has been imported into the repository, the extracted text will be associated with the corresponding image in the document. The International Zone OCR add -on will scan a zone on an image for text. Only text found within the zone will be extracted. The data returned by this process can be used to identify a page, populate a field, determine the document name, or determine where the document will be stored. The International Zone OCR add -on can be installed when Quick Fields is first installed or after it has already been installed. • QF Forms Alignment: automatically repositions scanned documents to match a master form, correcting for scanning errors and improving data extraction. • QF Document Classification: designed for clients who deal with multiple forms, and will recognize and process multiple document types. • QF Auto Stamp /Redaction /Bates Numbering: The Bates stamp option is a document auto - numbering annotation option • QF Optical Mark Recognition: detects handwritten information, including marks on surveys, tests and ballots. • QF Agent: enables administrators to schedule forms processing around the clock and run Quick Fields sessions without operator intervention, reducing labor costs and optimizing business processes. • QF Forms Identification: automatically recognizes the form or document based on its overall structure, even in the absence of bar codes, form data or other distinguishing information. • QF Forms Extractor: removes form outlines to isolate data for more accurate capture. • QF Scripting Kit: Offers a script editor, which allows developers to write C# and VB.Net Scripts, and insert the scripts into a Quick Fields Session. Distribution Modules • Laserfiche Public Portal - WebLinkTM: The WebLink module publishes select documents in a Laserfiche repository to an intranet or the Internet in read -only form. Documents can be made available through the Web almost instantly, and users need only an Internet browser in order to access them. Built on ASP .NET, WebLink can be customized to match the look and feel of an organization's Internet or intranet site. • Laserfiche WebAccess: Laserfiche Web Access is a Web browser -based thin client offering virtually all of the document management capabilities of the standard Laserfiche interface. Web Access allows your IT staff to roll out high - volume Laserfiche access without increasing your organization's application support burden. Authorized users organization -wide enjoy simultaneous access to documents, whether they are using the corporate intranet or logging in from a branch office. In addition, access to Laserfiche Mobile and the Laserfiche Sharepoint Integration resources, is made through Laserfiche WebAccess. o Laserfiche Mobile Access Options: Laserfiche Web Access or Laserfiche Forms is required for any /all mobile access options. Web Access Light & Laserfiche Mobile are both options for providing mobile access to your Laserfiche solution: • Web Access Light: Designed for Blackberry, Chrome, Opera and Safari mobile browsers, offers a lightweight Web interface for popular mobile devices, 15 1 SOFTWARE DESCRIPTIONS enabling users to search and retrieve documents, as well as approve documents and participate in workflow automation processes, while away from their desktop computers. ■ The Laserfiche Mobile iPhone app takes advantage of the iPhone's touch screen, gesture recognition and high resolution interface to provide users with an immersive experience. Features include: • Create and upload new content with the iPhone camera. • Automatically crop, straighten and enhance captured information, with full text recognition. • Copy, move, rename, download, e-mail, print or delete content. • Browse for documents in a folder structure or search the entire repository • Participate in workflow automation processes by accessing metadata fields. • Interaction with Laserfiche Forms ■ The Laserfiche Mobile iPad app gives employees the ability to securely view and update content from wherever they are. Features include: • Provides secure access to documents and metadata • Enables users to create and upload new documents • Participate in Workflows on the go • Interaction with Laserfiche Forms • Laserfiche Mobile for Android allows you to : • Search across all documents in a repository • Pan, zoom, rotate, and easily access metadata while working with a document in the Document Viewer • Quickly create and upload new documents from your device's camera, images in your device's gallery, and files stored on your device • Full support for Laserfiche Business Processes, including starting business processes and viewing their details • Use personal libraries to create task lists or group related entries to make working with them faster and easier • Add, edit, and view entry metadata • Copy document text for use in other apps • Process, clean up, and compress captured documents for easier viewing • Capture the geographic coordinates of an image to allow linking documents to their mapped location • View and export PDFs and other electronic documents • E -mail document or folder links to colleagues • Manage documents using copy, move, rename, print, and delete • A variety of security options keep documents secure in Laserfiche and on your device • Widget lets you quickly upload new documents and images • Interaction with Laserfiche Forms • Laserfiche SharePoint Integration: The Laserfiche and SharePoint Integration (LfSPI) is built on the power of Laserfiche Web Access (Therefore Web Access is required for the Laserfiche SharePoint 161 SOFTWARE DESCRIPTIONS Integration), a Section 508 - compliant thin client that reduces installation, support and maintenance requirements. The integration requires an on premise installation of SharePoint. • Laserfiche PIUSTM Laserfiche Plus allows the information stored in a Laserfiche repository to be portable. Laserfiche documents published by Laserfiche Plus can be viewed by anybody, regardless of whether they have Laserfiche installed. If these portable Laserfiche documents are sent to a company or site that already has Laserfiche installed, then that organization can also choose to attach those documents to their repository. This software prepares a copy of the Laserfiche files (images, text, electronic files, annotations, templates and field data) for burning directly to your removable media or to a temporary directory. Choosing to publish to a temporary directory allows you to write it to your removable media at your convenience. • Laserfiche E -Mail Plug -inYM allows instant electronic document distribution via standard MAPI- compliant e-mail applications. This feature is automatically included in every Full User and Retrieval User license purchase. Workflow Process Automation, Collaboration, and Tracking • Laserfiche Workflow: Enables organizations to automate standard, collaborative business processes, such as approvals or routing based on conditions. The software transforms your static Laserfiche repository into a dynamic content management solution that ensures your business processes are performed consistently and efficiently. Additionally, Workflow can be used for database integrations, and to improve consistency with how records are filed in Laserfiche. • Laserfiche Digital Signatures: Laserfiche allows users to sign briefcases when exporting as well as documents stored in Laserfiche. These are two separate applications of digital signatures. Signing a briefcase file embeds the signature in the file along with the certificate associated with the signing key. The full certificate chain is embedded. This allows users to prove who created the briefcase and that the briefcase was not tampered with. Digitally signed briefcases may, but do not necessarily contain digitally signed documents. Digital signatures can be applied to documents stored in Laserfiche. The digital signatures are stored as metadata and are preserved when exporting a document in a volume or briefcase (whether or not the briefcase was itself signed). Users can digitally sign a document in the Laserfiche Client or Web Access to indicate their approval. Documents can also be countersigned by another user, which indicates approval of the document and the existing signature. Multiple signatures and countersignatures can be applied to a single document. Digital signatures are validated with signing certificates on the server and the repository, which verifies that a signature on a document is trustworthy. A signature becomes invalid if the certificate is expired or if a document has been modified since the signature was applied. Signature certificates are managed through the Laserfiche Administration Console or Web Administration Console. As a pre- requisite, the organization must have Digital Certificates set- up on the network, prior to implementing Laserfiche Digital Signatures. • Laserfiche Audit Trail Modules: Three levels of audit reporting to address your specific regulatory compliance and security needs. • The Starter Edition tracks basic events that occur in the repository and that involve accessing, modifying or exporting data. Basic events include creating, editing, printing or deleting documents, creating annotations, and assigning metadata. 17I SOFTWARE DESCRIPTIONS • The Standard Edition builds on the Starter Edition by tracking additional security- and access - related events. This edition can also track unsuccessful attempts to perform an action, such as failed attempts to access or print documents. • The Advanced Edition meets the needs of organizations in the most highly regulated environments. It includes all the functionality of the other two editions, and also tracks many more events including password changes, the creation or modification of users and groups, and changes to repository-wide settings. It can also track all the searches users perform, require users to enter reasons for performing certain actions, and automatically add watermarks to printed documents. Electronic Forms • Laserfiche Forms allows organizations to create Web forms for collection and processing information electronically. • Laserfiche Forms has flexible design options to meet your organization's needs. You can: Create custom forms from a library of field or selection elements. Apply preset or custom themes, including page logo, colors, buttons, fonts, and more. Configure form elements to dynamically be displayed or hidden depending on user inputs or to be populated with data from external data sources. - Automate business processes for form data to follow, such as decision - making, emailing, or approvals. - Create custom form layouts and dynamic behaviors with CSS and JavaScript. • Role -based security is included to allow and restrict access to necessary functions for form submitters, reviewers, approvers, form creators, and system administrators. • Reporting tools allow different views of details on submitted forms such as: User view of details about all submitted forms. Approver "dashboard" of submissions awaiting approval. Administrator views of all submissions by form and approval status. • Forms can be used internally or externally (with the appropriate licensing). Publication options include login to forms system, public URL, secure URL, or embedded into a Web page. • Submitted data can be exported for further analysis or distribution. • Submitted forms can be utilized to initiate an email notification or start a workflow rule within Laserfiche. Laserfiche Integration Plug -Ins • LF Integrator's Toolkit: Provides the tools & documentation necessary for customizing Laserfiche, and integrating Laserfiche with other applications. • Laserfiche Connector Integration — Laserfiche Connector provides a streamlined experience for integrating Laserfiche with line of business applications such as CRM and ERP systems. Laserfiche Connector integrates easily through user - defined hotkeys and embedded icons. Laserfiche Connector allows: o Searching the Laserfiche repository based on fields from third -party applications such as CRM and ERP systems. Both basic and advanced searching is supported. If only one result is found, the document will automatically open in the Laserfiche Client, Laserfiche Web Access or Laserfiche WebLink. o Launching Laserfiche Scanning and automatically populating metadata for the scanned documents with information from a third -party application. o Importing a document and automatically populating metadata for the imported documents with information from a third -party application. 18I SOFTWARE DESCRIPTIONS o Connecting two applications by allowing one of them to start the other (including the ability to pass parameters between them). o Choosing whether any of the above actions are activated from a keyboard shortcut, a button embedded in the application's title bar, or both. • Third Party Integration Plug -Ins: - RatchetX Integration — RatchetX is a configurable and robust middleware integration tool for Laserfiche. With a single click of a button, new documents can be added to Laserfiche from another application, and users can search Laserfiche directly from the applications they use most. RatchetX is unique in regards to the robust toolset it provides for accessing data from other applications (even the toughest proprietary systems), for use configuring the most common ECM integrations: Indexing, importing /scanning, and executing search queries. In addition, RatchetX provides the capability to create custom integration activities, such as populating a record in another system from the data extracted during the intake process in Laserfiche, or looking up a record in another system from the Laserfiche interface itself (Bi- directional Integration). LF Integrator GP — LF Integrator empowers Great Plains users to scan, search and link supporting documents in Laserfiche document management applications directly from the Great Plains menu bar. Link the document and workflow management power of Laserfiche with your current Great Plains implementation. LF Integrator AutoCAD — LF Integrator for AutoCAD allows you to store AutoCAD drawing files or associated documents in Laserfiche, including embedded cross reference files, directly from the AutoCAD menu. Launch Laserfiche scan or search modules using the drawing file for template or search criteria, or create a Laserfiche document template using the fields from any AutoCAD drawing title block with a single click. GeoDocs: GeoDocs"" is a web -based software that seamlessly integrates ESRI ArcIMS (soon to be ArcGIS Server) and Laserfiche. Utilizing robust search capabilities, users of GeoDocs can access digital documents stored in a Laserfiche repository from within the web -based GIS program and vice versa, access spatial information stored in a GIS from within the Laserfiche web client. LT Systems Laserfiche Integration — LT Systems Laserfiche Integration allows users of the LT Systems Court solutions to archive court related documents into Laserfiche. Users can launch Laserfiche scan or searching windows from LT Systems and bring data and documents directly into Laserfiche while capturing metadata in LT Systems. Additionally, there is an automated service that archives Warrants as single documents with the associated metadata, directly from LT systems to Laserfiche. 191 TECHNICAL SUPPORT When you become a client of MCCi, you gain much more than just a new product. You gain a relationship between our staff and your organization to make your product implementation successful and the usage of your product an enjoyable experience. In order to make this possible, MCCi offers both Proactive and Technical Support. PROACTIVE SUPPORT MCCi assigns each account with a Regional Account Executive and an internal Account Manager Team. You will have already worked with your Account Executive in the pre - project phase and they will continue to support you. Your Account Executive will provide a local presence and contact information should local meetings be necessary. The Account Executive also assists in pre implementation processes. Your Account Manager will assist in managing ongoing support through the life of the product. MCCi believes in a proactive support methodology and it is the Account Manager's role to insure this ongoing communication with clients. Your Account Manager will be in touch throughout the year to discuss optimal system usage and ensure client satisfaction. Items discussed may include, but are not limited to: • Identify any needs that could easily be addressed with the current system. • Provide resource for question and answer, best practices, how other customers are using the system with use of documented case studies, support center, etc. • Provide continued education for existing and new users within the organization through the use of webinars, seminars, workshops, users group, and more. • Annual review of current system configuration • Dedicated sales support staff for pricing inquiries and budgetary information • Annual support renewal notification to ensure your renewal process is timely and accurate Educational Resource Definitions • Case Studies — MCCi works with our clients to put together narrative accounts of specific usages of MCCi solutions in their organization. Specific departments, document types, integrations, etc. are noted to allow other users to learn from the information. • Support Center —This resource is a compilation of white papers, best practices, and information for system users all in one location. Through the support center, users can also submit and check the status of their support tickets. • Webinars — MCCi conducts monthly webinars on different topics promoting more efficient system usage. User webinars are also offered on more specific topics related to products, concepts, departments, etc. regarding the usage of your system. These are done through the web and are a convenient way of staying informed on the newest technologies available. • Seminars — MCCi conducts seminars on different topics to help educate new and existing end users throughout the year. They are usually located at a host site of an existing customer. These can also be offered at current client's locations to invite departments to learn more regarding their current system. • User Groups — MCCi offers annual user groups to keep end users trained on the newest versions and products. These are geared to both users and administrators of the system. TECHNICAL SUPPORT The Laserfiche Software Assurance Plan (LSAP) helps preserve your investment and extend the benefits of your original purchase by providing you access to the assistance needed to ensure that you maximize 201 TECHNICAL SUPPORT system uptime. You have access to a toll free line to call for technical support or submit tickets online through our support center. When you subscribe to the LSAP you receive the following benefits: • 1st Tier Support from MCCi to resolve Laserfiche software errors • 100% upgrade credit for your existing software (in the event of a platform upgrade) • 24 hour FTP and Laserfiche support website for downloading free Laserfiche software updates • Technical bulletins and newsletters 211 PROFESSIONAL SERVICES & SUBSCRIPTION ANNUAL PACKAGES PROFESSIONAL SERVICES & SUBSCRIPTION ANNUAL PACKAGES To determine which services /subscriptions are included with your project, please refer to the Pricing Proposal above. TRAINING CENTER MCCi's Training Center provides an easy, cost - effective way to provide Laserfiche training to all users in your organization. An annual subscription allows access to our online course offering of over 325 training videos. The Training Center is home to video categories such as Laserfiche Administration, Laserfiche Client, Workflow, and Tips & Tricks. All videos use instructor descriptions from Laserfiche Certified Professionals. The Training Center provides the following benefits: • 24/7 access to on- demand Laserfiche training videos and other resources • Reduction in training expenses • Caters to all skill levels from Basic Users to Advanced System Administrators • Unlimited access for your entire organization • User determined schedule and pacing • Reduction in internal support • Increased efficiency through improved internal usage /adoption • Instant /budgeted training available in the case of employee turnover • Enhance your organization's internal Laserfiche training program • Increased user productivity MCCi Managed Services or MCCi Laserfiche Administration Services are strongly encouraged to be included with every support renewal. Description Additional Training Managed Services X Laserfiche Administration Services- Level 1 X Laserfiche Administration Services- Level 2 X Additional System Set Up Consultation X X X Remote Implementation of Software Updates X X X Annual review of administration settings X X X Remote Access Support X X X First Priority Offering of Laserfiche CPPs & Laserfiche Conference spots X X X Dedicated Laserfiche Certified Professional X X Laserfiche Administration configuration services X X Configuration and maintenance of BASIC business processes utilizing Laserfiche Forms and Laserfiche Workflow X X Configuration of Quick Fields sessions using purchased features X X Basic Records Management Module Overview Training X X Scheduled recurring consultation call upon Client's request X X 22 PROFESSIONAL SERVICES & SUBSCRIPTION ANNUAL PACKAGES Maintenance of existing middleware /configurable integrations X X Maintenance of MCCi /Client configured COMPLEX business processes X Annual Review of business process configurations X Roll -out Assistance for Initial /Additional COMPLEX business processes X Definitions & Examples: A BUSINESS PROCESS is an activity or set of activities that will accomplish a specific organizational goal. This could include a Workflow, Forms process or Quick Fields session that automates /streamlines an organization- specific process. BASIC is defined as a business process requiring minimal configuration, and virtually no discovery or institutional /process knowledge, in regards to a MCCi LF Certified Professional being able to assist with configuration, support, and maintenance of the process. Examples: Filing workflows, simple Laserfiche Forms with few routing steps, or approval /notification workflows that have minimal steps, no integration, and little to no database lookup requirements. COMPLEX is defined as a large business process with extensive configuration that is absolutely mission critical to the organization. An example might be a large accounts payable process with a high volume of transactions, approval steps, database lookups, etc. Complex business processes require MCCi's LF Certified Professional to have institutional /process knowledge in regards to the configuration of the process. Use of time: MCCi allows clients to use the time allotted for a multitude of services as long as a request will not start a service that cannot be completed within the time remaining. None of the packages listed above are intended to be utilized for configuration of a new COMPLEX business process. In those instances a separate SOW is required. MANAGED SERVICES MCCi's Managed Services package provides ongoing additional training and assistance to a client's Laserfiche administrator and users. Pricing is based on MCCi's Managed Service hourly rate discounted by 10% through purchasing an advanced block of services per year based on the products purchased. MCCi Managed Services is an annual package and will expire on the same date as your SAP plan. Managed Services can be used for the following professional services /benefits: • Additional Training — additional training via web conferencing can be conducted to train new users on the use of the system or as refresher training for existing users. • Additional System Set Up Consultation — MCCi offers additional consultation that includes recommendations on best practices for adding additional departments, additional types of documents, etc. to your current system. • Remote Implementation of Software Updates — While the standard SAP plan covers free updates for software, implementation of those updates is sometimes overlooked. With the addition of our Managed Services, MCCi is at your service to directly assist in implementing software updates such as minor updates, quick fixes or point releases. Dependent on 23 PROFESSIONAL SERVICES & SUBSCRIPTION ANNUAL PACKAGES complexity and client specific configurations, major software upgrades may or may not be covered and should be discussed with your Account Management Team. • Annual System Review & Analysis — Upon request, MCCi will access your system to review and analyze how your organization is using the system, identify potential problem areas and make recommendations for better use of the system. This analysis is designed to be implemented 6 months after the initial Software installation and should be performed annually after that date. This is an optional service that will be completed only if requested by the Client. • Remote Access Support — Remote Access Support allows our help desk staff to access your machines remotely to resolve problems faster. The use of Remote Access Support saves you both time and money by reducing the delays of resolving software issues without costly on- site visits. • Laserfiche Certifications — First priority offering of complimentary Laserfiche certifications on an as available basis. • Laserfiche Conference Registration — First priority offering of complimentary Laserfiche Annual Conference registration on an as available basis. *Please see our Workflow Configuration Training section for information on Workflow Managed Services. LASERFICHE ADMINISTRATION SERVICES MCCi's Laserfiche Administration Services package is for clients who need a Laserfiche administrator, or additional Laserfiche administration /implementation services. It includes everything listed in the Managed Services package above as well as the additional items listed below. Pricing is based on MCCi's System Engineer hourly rate discounted by 10% through purchasing an advanced block of services per year, based on the products purchased. MCCi's Laserfiche Administration Services is an annual package and will expire on the same date as your SAP plan. LASERFICHE ADMINISTRATION SERVICES- LEVEL 1 • Dedicated Laserfiche Certified Professional • Laserfiche Administration configuration services — Setting up users, metadata, security, etc. • Configuration and maintenance of BASIC business processes utilizing Laserfiche Forms and Workflow • Configuration of Quick Fields sessions using purchased features — Excludes custom scripting, custom calculations, etc. • Basic Records Management Module Overview Training • Scheduled recurring consultation calls upon Client's request • Maintenance of existing middleware /configurable integrations — Does not include maintenance of custom built integrations. 24 PROFESSIONAL SERVICES & SUBSCRIPTION ANNUAL PACKAGES LASERFICHE ADMINISTRATION SERVICES- LEVEL 2 Level 2 includes the benefits of Level 1 but in addition provides the ability for MCCi to maintain more COMPLEX business processes, which requires knowledge transfer and maintenance of that knowledge. • Maintenance of MCCi /Client configured COMPLEX business processes — If MCCi has provided configurations through our Business Process Configuration service, these can be maintained. For example: minor tweaks, updates due to upgrades, process improvements, etc. If the client has configured business processes, MCCi can maintain these. For example, minor tweaks, updates due to upgrades, process improvements, etc. • Annual Review of business process configurations • Roll -out Assistance for Initial /Additional COMPLEX business processes — Whether you are implementing a new process or MCCi is assisting, the LAS representative can be available to assist with roll out. Client Responsibilities • Configuration and maintenance of backups • Configuration of any general network, security, or operating system settings outside of Laserfiche • Management and creation of retention policies related to Records Management Module • Providing an IT contact (internal or 3rd party) for MCCi to work with as necessary • Create /Provide process diagrams (and any other necessary paperwork /examples). • Providing remote access capabilities as needed. Client also agrees to be present and monitor MCCi technical resources during any configuration changes. If the client requests MCCi to have unattended access, the client assumes all responsibility for the related remote access session(s). If the client requests MCCi to have unattended access and security access is a point of concern, Client will work with MCCi representative to set up user profiles, user tags, etc. to allow this access. *For more complex Forms, Workflow, and Transparent Records Management configurations, please discuss a Business Process Configuration Service with your Account Executive. 25 HARDWARE REQUIREMENTS MCCi will provide necessary consultation upon request, as to the compatibility of current hardware with the Laserfiche System. Changes and recommendations will be made at the time of consultation. See system requirements below. Please keep in mind that these are the minimum system requirements as recommended by MCCi, and should be considered independently rather than collectively. Additionally, overhead for virtualization has not been factored in to these requirements. MCCi does not recommend any version of Windows that is approaching or is beyond the "End of Extended Support Date" specified by Microsoft. Scanning Station PC OS Windows 10, Windows 8 or 8.1 (32 or 64), Windows 7 (32 or 64), Windows Vista CPU 2.8 GHz processor or faster Memory 4 GB RAM or more Communications TCP /IP Web browser Internet Explorer 6.0 or higher Client OS Windows 10, Windows 8 or 8.1 (32 or 64), Windows 7 (32 or 64), Windows Vista CPU 2.0 GHz Processor or better, Performing OCR: Dual Core 2.8 GHz or faster processor Memory 2 GB RAM Communications TCP /IP Web browser Internet Explorer 6.0 or higher Batch Processing Quick Fields Machine OS Windows 8 (32 or 64), Windows 7 (32 or 64), Windows Vista, Windows XP Professional (Service Pack 3 or later) CPU 2.8 GHz Processor or better, Performing OCR: Dual Core 2.8 GHz or faster processor Memory 4 GB RAM or more Communications TCP /IP High Volume Recommendation Windows 7 x64 with 8 GB RAM, Intel Core 2 Duo Processors 3.33GHz Laserfiche Application Server OS Windows Server 2012 R2, Windows Server 2012, Windows 2008 R2, Server 2008 (Service Pack 2 or Higher) CPU Quad -Core Processor, 2.5 GHz Processor or better Memory 4 - 8 GB RAM Communications TCP /IP 261 HARDWARE REQUIREMENTS Image /File Server Storage Typical usage factoring is 18,000 black /white standard size images per GB. Clients typically use a Network Attached Storage (NAS), Storage Area Network (SAN), or a Local Storage Device. Database Management System Avante SQL or Rio SQL SQL Server 2012, SQL Server 2008 R2 Standard, Oracle h1g (11.1.0.6 +). For MSSQL, MCCi recommends storing the MDF and LDF on different drives. Growth of MDF to 10% — 15% and Log to 5% to 10% of cumulative Laserfiche Volume size is anticipated. Avante SQL Express Microsoft SQL Server 2008 Express Edition or higher Memory 4 GB RAM or higher *Note: Oracle or Microsoft SQL Server must be purchased separately. You must additionally purchase enough licensing for your DBMS to support your Laserfiche installation. TCP /IP Laserfiche Workflow Server OS Windows Server 2012 R2, Windows Server 2012, Windows 2008 R2, Server 2008, (Service Pack 2 or Higher) CPU 4 Core Processor, 2.5 GHz Processor or better Memory 4 GB RAM or higher Communications TCP /IP Laserfiche Audit Trail Server OS Windows Server 2012 R2, Windows Server 2012, Windows 2008 R2, Server 2008 (Service Pack 2 or Higher) CPU Dual Core Processor, 2.5 GHz Processor or better Memory 2 — 4 GB RAM Communications TCP /IP Local Storage C:\ Drive with 40GB or greater available Web Module Servers Required if Installing "Web Access" or Public Portal- Weblink" OS Windows Server 2012 with IIS 8, Windows Server 2008 R2 with IIS 7 CPU Dual Core 2.8 GHz or faster processor Memory 2 GB RAM or more Viewer Web Browser (minimum versions): Laserfiche Web products operate most efficiently when using Internet Explorer 9. Other supported browsers are Firefox, Safari and Chrome 27 1 HARDWARE REQUIREMENTS Clients are responsible for any additional security protocol setup /associated fees that are required to provide internal /external web access. An example would be setting up "Kerberos" for thin client active directory authentication, or setting up VPN access to allow Laserfiche's iPad /iPhone applications to connect through the Web Access server. Laserfiche Public Portal — Weblink Per Processor (Unlimited) licensing specifics: The Public Portal License allows unlimited connections per processor, however a large number of connections may affect the Laserfiche application server performance (one processor can handle roughly 100 to 150 concurrent retrieval connections). The client must have one Public Portal License for each Laserfiche application server they desire to connect to, and the Public Portal license must be licensed by the appropriate number of processors, which is required to match or exceed the CPUs /processors on the Laserfiche application server that the Public Portal will connect to. For example, the client must have a dual - processor or multiprocessor Public Portal license in order to connect to a Laserfiche Application Server that has two or more processors. Public Portal View Only Licenses may only be used with WebLink; they are not available for other applications. OCR Scheduler for Laserfiche OS Windows Operation Systems: 32 & 64 bit Requirements Laserfiche Version 8 Server (runs as a service), Laserfiche Version 8 Client. Recommendation 1 dedicated LF Named User license Scanners Must use ISIS drivers to be compatible with Laserfiche ScanConnect software. Scanner compatibility should be confirmed by referencing the most up to date Laserfiche published supported scanner list at: http://laserfiche.com/static/Resources/scanlist.html. Laserfiche Forms Laserfiche Server Version 8.3.2 or higher, Avante or Rio licensing model Web Server Windows Server 2008 or Windows 7 with IIS 7 or 7.5, Windows Server 2012 CPU 2.9 GHz or faster processor Memory 8 GB RAM or more Database Server Microsoft SQL Server 2008, 2008 R2, and 2012, and 2012 R2 Client Laserfiche Forms can be viewed in Chrome, Firefox 3.5 and higher, Internet Explorer 7 and higher, Opera, and Safari (Mac only). It also support mobile browsing from iPad 2 and higher. For best results we recommend using Internet Explorer 9 or higher, Firefox 12 or higher, or Chrome 6 or higher Note Internet Explorer 7 users should install Microsoft security update 947864 (MS08 -024) 28 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: November 14, 2016 By: Countersigned: By: (Signature) (Printed Name & Title) CITY OF CLEARWATER, FLORIDA William B. Horne II City Manager Approved as to form: Attest: )4,4thtt/Ac C� Matthew Sm f h Assistant City Attorney 291 Rosemarie Call City Clerk 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 according to the following terms and conditions. LASERFICHE SOFTWARE UPGRADE 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. To receive any available software credit for prior versions of software, the client must have an active LSAP (support/maintenance that has not expired). INTEGRATIONS 3rd party Laserfiche integrations or utilities may consume one or more Laserfiche user licenses depending on how the vendor designed and coded the integration. These additional licensing needs should be verified by the client and considered in the user licensing purchased. SOFTWARE ASSURANCE PLAN (SAP) MCCi acts as 1st tier support and works with the manufacturer at a 2nd tier level when needed. MCCi's Software Assurance Packages include: Access to software point release updates, Telephone or E -Mail support for software related issues, 24 -hour FTP and web site access, technical bulletins and newsletters. Adjustments in annual support rates may be made to coincide with current U.S. inflation rates — any increase will not exceed the cumulative increase in the Consumer Price Index (CPI) occurring since the last price increase. Annual support payment is due in advance of the date of renewal. Reinstatement fees may apply if payment is received more than 30 days after the date of renewal.. Any updates requiring shipment of software require Client to pay shipping costs. Annual support date is based on the following: • For net new systems, the support date is set 30 days after MCCi submits software order to Laserfiche. • For platform upgrades the support date is set immediately upon MCCi submitting software order to Laserfiche. • For additional software, the support date is prorated to match the client's existing support date. Customers may contact MCCi support via MCCi's Online Support Center, email (support@mccinnovations.com) or telephone 866- 942 -0464. Support is available Monday- Friday (excluding major holidays) from 8:00 a.m. — 5:00 p.m. local time in the Continental U.S. SOFTWARE PURCHASES AND SUPPORT RENEWALS Laserfiche policy dictates that MCCI as your current VAR of record, is the VAR that can download software licenses and activations for you. You can also only purchase additional Laserfiche software to expand or upgrade your Laserfiche system, and renew your Laserfiche Software Assurance Plan (LSAP) under your current VAR of record. Unless you decide to cancel your contract with MCCi or work with Laserfiche to formally change your Laserfiche Var of Record, future software purchases and support renewals will be processed and provided by MCCi. LASERFICHE RIO SHARED SERVICES PROVISIONS The host entity is the owner of the Laserfiche licensing and registered as such with MCCi and Laserfiche corporate. For Laserfiche corporate licensing rules, there can only be one licensed entity per Laserfiche Rio platform. Licensing is non - transferrable. Additionally, the Host Entity is responsible for cost allocation among the other entities that are utilizing its Laserfiche Rio Platform, and for being the main point of contact for support provided through MCCI. SERVICE LEVEL AGREEMENT (SLA) MCCi's SLA is offered in addition to the Software Assurance Package. It is required in some circumstances, and offers the customer escalated response times depending on the severity of the support issue, as well as extended support hours and many other additional benefits. The 5LA documentation is readily available upon request. MCCI SOFTWARE CUSTOMIZATIONS The customer may elect to contract with MCCi to customize the standard software. As standard software is upgraded, any customizations performed will require support in the form of updating through our Integration Support Assurance Program (ISAP). ISAP must be current to receive updates to the integration at no additional charge. Otherwise current hourly rates will apply. Upgrades to existing programs, or the acquisition of new programs from vendors other than MCCi, may have an effect on customizations made to the software by MCC'. MCCi will not be held responsible if upgrades or changes made by the customer or another vendor or application preclude the operation of MCCi's customizations. MCC' SOFTWARE CONFIGURATION SERVICES The customer may elect to contract with MCCi to configure the software. The customer is responsible for testing all software configurations completed by MCCi. By acknowledging this testing requirement, the customer waives any and all liability to MCCI for any fees, damages, etc., that could be related to software configurations. TEST /EVALUATION SOFTWARE Purchases of test and /or evaluation software are based on access time periods needed rather than perpetual software licensing. CLIENT SOFTWARE CUSTOMIZATIONS The client may also choose to customize their software internally, without MCCi's help. MCCi is not responsible for any damages caused by the users customization of the software. MCCi will not be held responsible for correcting any problems that may occur from these customizations. Routine updates to the software may affect any customizations made by the user. If MCCi's help is required to correct/update any customizations made by the client, appropriate charges will apply. HARDWARE MCCi does not support any hardware as part of this contract. If hardware is purchased through MCCI, the client is required to obtain the appropriate warranty and work directly with the manufacturer in regards to hardware support CLIENT INFORMATION TECHNOLOGY ASSISTANCE In order for MCCi to excel in customer service, the client must provide timely access to technical resources. The client must provide adequate technical support for all MCCi installation and support services. If the client does not have "in- house" technical support, it is the client's responsibility to make available the appropriate Information Technology resources /consultant when needed. SOFTWARE INSTALLATION MCCi will install all software outlined herein. If additional software is needed to bring the site up to specifications, customer will be billed accordingly. PROFESSIONAL SERVICES RESCHEDULING /CANCELLATIONS Travel Expenses: If the client cancels or reschedules an installation after MCCi has made travel arrangements, travel expenses may be incurred due to circumstances such as non - refundable airline tickets, hotel reservations, rental cars, etc. Site Preparation: The Client site should be ready for installation according to specifications outlined within the Hardware section. If site is not prepared and results in cancellation, delays, or rescheduling of an installation after MCCi has made travel arrangements, the client may incur expenses due to circumstances such as non - refundable airline tickets, training/install charges, hotel reservations, rental cars, etc. Project Delays: Requests made by the client to cancel /reschedule delivery of services, will cause a delay in delivery of the services and the overall project. The client understands that MCCi will have to respect the timelines of other scheduled projects when rescheduling services due to a request made by the client. ADDITIONAL SERVICES As an additional service /product under this contract, MCC and MCCi can provide the following: • Electronic Agenda and Legislative Management (Legistar). MCCi offers the Granicus Legislative Management Suite (Legistar) and related services which provides electronic automation and creation of Agendas and Minutes. Legistar is also integrated with Laserfiche. • Scanning and Digital Conversion Bureau. MCCi offers scanning, indexing and integration of hard copy documents, microfilm /microfiche, with Laserfiche Software to provide the Client with the most powerful index retrieval search engine available. • Open Records Request Solution (JustFOlA). MCCi offers its JustFOlA solution to help agencies track Open Records Requests. JustFOlA is a hosted solution that is user - friendly, affordable, and integrated with Laserfiche ECM. • Code Supplementation and Codification Services (MuniCnde). Municipal Code Corporation offers supplementation of existing Codes, Codification of Ordinances and Recodification of existing Codes. Our optional services include legal review, republishing, editorial and index work and electronic options (CD, Internet). • Utility Billing Services (MuniBills). MCCAdvantage offers billing, statement and remittance processing services as an additional benefit under this agreement. MCCAdvantage, a subsidiary of MCC, can provide the client with design, printing and mailing services for customer billing /statements of all types. These services also include remittance payment options, software and other billing solutions. AGREEMENT EXTENDED TO OTHER GOVERNMENTAL UNITS MCCi agrees to allow any other Government agency to purchase items, at the same terms, conditions and pricing as this contract during the period of time that this contract is in effect. Minor changes in terms and conditions may be negotiated by MCCi and participating Government agencies. Any orders issued against this agreement shall be the sole responsibility of the Government agency placing the order. It is understood that the Client shall incur no financial responsibility in connection with any purchase by another Government agency. TRAVEL EXPENSES If the client cancels or reschedules an installation after MCCI has made travel arrangements, travel expenses may be incurred due to circumstances such as non - refundable airline tickets, hotel reservations, rental cars, etc. LIMITED LIABILITY In no event shall MCCi's total liability to the client exceed the project fees paid to MCCI by the client. FORCE MAIEURE Neither party shall be liable for any delay or failure in performance due to causes beyond its reasonable control. CLIENT FINANCIAL SOLVENCY /BANKRUPTCY MCCi may require payment in advance for products and services in response to learning of financial solvency or bankruptcy issues. NO HIRE CLAUSE Client and MCCi agree that during the period that this agreement is in force, including extensions or modifications thereto, and for an additional 12 months following this period, neither Client nor the MCCi will actively recruit, or solicit employees or independent contractors of either company, or the employees of any of the other Subcontractors; who are on active payroll status and are currently participating in this Program, without the prior written approval of the party whose employee or independent contractor is being considered for employment. This does not prohibit any employee from responding to or pursuing employment opportunities through normal media channels, i.e. newspapers, professional journals, etc. so long as it is not related to this particular program and that it is not an attempt to avoid the intent of the above restriction. If, during the term of, or within (12) months after the termination of the performance period of this agreement, client hires directly, or indirectly contracts with any of MCCi's personnel for the performance of systems engineering and /or related services hereunder, client agrees to pay MCCi 125% of the fees paid to, or in favor of such personnel for one (1) year after such personnel separates from service with MCCI. TERMINATION The services provided in this agreement will be in full force and effect for a period of three (3) years from the date of shipment of the completed product to the organization. Thereafter, this agreement will be automatically renewed from year to year, provided that either party may alter or cancel the terms of this agreement upon sixty (60) days' written notice. MARKETING & REFERENCES Client agrees to allow MCCi to publish and publicize testimonials and case study information pertaining to MCCi's work with the Client This information, including the Client's organization name, logo, and contact information will be used in all media types