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CONTRACT FOR SOFTWARE AS A SERVICE AND RELATED PROFESSIONAL SERVICES!&!!P 1C1tUTIONS GROUP Contract for Software as a Service and Related Professional Services THIS SALES CONTRACT (this "Agreement" or this "Sales Contract"), effective as of 09/04/2018, is made and entered into by and between The City of Clearwater a Municipality incorporated under those laws and existing in The State of Florida, with offices located at 100 S. Myrtle Ave., Clearwater FL, 33756 (hereinafter the "Buyer"), and Simplicity Solutions Group, a Florida company, with a registered address located at 921 Town Center Drive, Suite 600 Orange City, FL 32764 (hereinafter the "Seller"). Whereas, Seller is the manufacturer and developer of Simplicity RMS and The Simplicity Universal Tracking Application Framework. Whereas, Buyer wishes to purchase from Seller, and Seller wishes to sell to Buyer, such products, solely upon the terms and conditions contained in this Sales Contract, and within the definitions and representations made on City of Clearwater Competitive Purchase Process (RFP 20-18), with Simplicity Solutions Group Response (attached hereto as "Exhibit A"), and Request for Proposals #20-18, Records Management Software and subsequent Addenda (attached hereto as Exhibit D). Now, Therefore, in consideration of the foregoing premises, and of the mutual promises and covenants herein contained, the parties, intending to be legally bound, do hereby agree as follows: 1. APPLICABILITY. The Buyer may place orders ("Order(s)") with Seller for Seller products and all such Orders will be governed solely by the terms and conditions contained in this Sales Contract and on Responses within the captioned RFP 20-18 (Exhibit A), and on Request for Proposals #20-18, Records Management Software and subsequent Addenda (Exhibit D), unless otherwise mutually agreed. Any oral understandings are expressly excluded. Seller shall not be deemed to have waived the terms and conditions contained herein if it fails to object to provisions appearing on, incorporated by reference in, or attached to any Buyer order form, and those provisions are hereby expressly rejected. No contrary or additional terms or conditions contained in any Buyer order form shall apply unless agreed to in writing and signed by an authorized representative of Seller. Additionally, Seller reserves the right to reject any Order submitted to it by Buyer. 2. DELIVERY. Delivery shall be made within the time specified on Buyer's Order or in accordance with Seller's quoted lead time and monthly delivery rate, whichever is later. 3. INSPECTION. The Buyer shall inspect and accept, or reject products delivered pursuant to the Order immediately after Buyer takes custody of such products. In the event the products do not comply with the applicable Seller drawings or specifications, the Buyer shall notify the Seller of such nonconformance and give the Seller a reasonable opportunity to correct any such nonconformance. The Buyer shall be deemed to have accepted any products delivered hereunder and to have waived any such nonconformance in the event Seller does not receive notification that the products delivered hereunder do not comply with the Seller's drawings or specifications, within thirty (30) days after the Buyer takes custody of such products. 4. CHANGES. Seller at all times reserves the right, and is entitled in its sole discretion, to make changes, additions or improvements to the products being delivered under an Order without liability or any obligation to incorporate such changes, additions or improvements into any item or product manufactured, sold or delivered prior to incorporation of the change, addition or improvement. 5. PRICES AND PAYMENTS. Prices and payments will be in United States dollars, and payment shall be made in United States currency. Invoice terms are net 30 days unless otherwise specified. Prices quoted are based on the Response to RFP 20-18 and Simplicity Solutions Group published pricing model (Attached and incorporated hereto as "Exhibit B". (1) charge interest on the delinquency at a rate of 1-1/2% per month or the maximum rate permitted by law, if lower, for each month or part thereof of delinquency in payment. If such payment for product is not remedied within 60 days of written notice of demand, the Seller shall notice the Buyer that a breach in the agreement to purchase and pay exists. If such breach shall occur, the Buyer will be notified in writing that they have 30 days to seek an alternative to the product the Seller provides. 6. SETOFF. All amounts that Buyer owes Seller under an Order shall be due and payable according to the terms of an Order. Buyer is prohibited from and shall not set off such amounts or any portion thereof, whether or not liquidated, against sums which Buyer asserts are due it, from its parent affiliates, subsidiaries or other divisions or units under other transactions with Seller, its parents, affiliates, subsidiaries or other divisions or units. 7. WARRANTY. As used in this Section "Nonconformance" means a failure to comply with or failure to operate due to noncompliance with applicable Seller claims and functional assurances. Seller warrants that at time of delivery to Buyer, its Products will comply with applicable Seller representations and will be free from defects in usability. These warranties shall run to the Buyer, its successors, and assigns. This warranty is valid for the term of the contract and while authorized use is granted under the Terms of this Agreement. Buyer must notify Seller in writing of the Nonconformance of any Product within the warranty period and return the Product to Seller within ninety (90) days after such discovery. Seller shall not be liable under this warranty if the Product has been exposed or subjected to: 1. Any maintenance, repair, installation, handling, transportation, storage, operation or use which is improper or otherwise not in compliance with Seller's instruction; or 2. Any alteration, modification or repair by anyone other than Seller or those specifically authorized by Seller; or 3. Any accident, contamination, foreign object damage, abuse, neglect or negligence after delivery to Buyer; or 4. Any damage precipitated by failure of a Seller supplied Product not under warranty or by any Product not supplied by Seller. THIS WARRANTY IS EXCLUSIVE AND IN LIEU OF ALL OTHER WARRANTIES, WHETHER WRITTEN OR ORAL, EXPRESS, IMPLIED OR STATUTORY, INCLUDING, BUT NOT LIMITED TO, ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR PARTICULAR PURPOSE WHICH ARE HEREBY EXPRESSLY DISCLAIMED. IN NO EVENT SHALL SELLER BE LIABLE FOR INCIDENTAL, CONSEQUENTIAL, PUNITIVE OR SPECIAL DAMAGES OF ANY KIND. NO EXTENSION OF THIS WARRANTY SHALL BE BINDING UPON SELLER UNLESS SET FORTH IN WRITING AND SIGNED BY SELLER'S AUTHORIZED REPRESENTATIVE. 8. EXCUSABLE DELAY. The Seller shall be excused from delays in delivery and performance of other contractual obligations under this Order caused by acts or omissions that are beyond the reasonable control and without the fault or negligence of Seller including but not limited to Government embargoes, blockades, seizure or freeze of assets, delays or refusals to grant an export license or the suspension or revocation thereof, or any other acts of any Government, fires, floods, severe weather conditions, or any other acts of God, quarantines, labor strikes or lockouts, riots, strife, insurrection, civil disobedience, war, material shortages or delays in deliveries to Seller by third parties. If the excusable delay circumstances extend for 10 days, either party may, at its option, terminate this Order without penalty or liability and without being deemed in default or in breach thereof. 9. CANCELLATION. Buyer reserves the right to cancel any portion of this Order affected by a default of Seller or any insolvency or suspension of Seller's operations or any petition filed or proceeding commenced by or against Seller under any state or federal law relating to bankruptcy, arrangement, reorganization, receivership or assignment for the benefit of creditors. 10. DISPUTES — ARBITRATION. Except as otherwise specifically agreed in writing by Buyer and Seller, any dispute relating to an Order placed by the Buyer. The method of settlement sought shall be sought under ARBITRATION of claims and the court or arbiter of competent jurisdiction of any dispute arising from this agreement or execution of services under this agreement shall be in Pinellas County, Florida. 11. APPLICABLE LAW. This Agreement shall be interpreted in accordance with the laws of the State of Florida. 12. NONDISCLOSURE AND NON-USE OF SELLERS INFORMATION. Buyer agrees that it will not use Seller's data for the manufacture or procurement of products which are the subject of this Order or any similar products, or cause said products to be manufactured by or procured from any other source, or reproduce said data and information or otherwise appropriate them without the written authorization of the Seller. Buyer agrees that it will not disclose or make available to any third party any of Seller's data or other information pertaining to this Order which is proprietary to Seller without obtaining Seller's prior written consent. 13. PATENT INDEMNITY. Seller agrees to pay the amount of any final judgment against Buyer resulting from a suit claiming that any commercial products manufactured or furnished hereunder, by reason of their manufacture, sale or use, infringes any United States patent which has issued at date of contract, and Buyer's reasonable costs and expenses in defense of such suit if Seller does not undertake the defense thereof, provided Seller is promptly notified of the threat or commencement of such suit. Seller's indemnity shall not apply where infringement would not have occurred from the normal use for which the products were designed. No responsibility is assumed for actual or alleged infringement of any foreign patent. In no event shall Seller be liable for consequential damages or costs applicable thereto. In the event of any claim that a product furnished hereunder infringes any United States patent, Seller may at its option and expense (a) procure for Buyer the right to continue using the product, or (b) replace or modify the product so that it becomes non - infringing, or (c) grant Buyer a credit for such product, less a reasonable depreciation for use, damage, and obsolescence upon its return to Seller. Seller shall also indemnify Buyer's Buyers and agents for such infringement, if and to the extent that Buyer has agreed so to indemnify them, but to no greater extent than Seller has indemnified Buyer herein and under the same conditions as set forth herein. The above is in lieu of any other indemnity or warranty, express or implied by Seller, with respect to intellectual property (patents, trade secret, mask works, trademarks, copyrights, or the like). 14. SOFTWARE LICENSE. A software license is granted under the terms of this agreement and incorporated fully to the agreement. The software license is attached hereto as "Exhibit C". 15. SOFTWARE OWNERSHIP. Unless otherwise agreed in writing, all material, software, data processes, equipment, facilities shall be and remain the property of Seller. Seller retains all rights, title and interest in such, and all other written data, if any, furnished with the products. 16. TAXES. The Buyer is a City organized and incorporated under the laws of the State of Florida and is not subject to charge of sales tax. No excise taxes are applicable to the product being consumed. 17. ASSIGNMENT. Neither party shall assign this Order or any portion thereof without the advance, written consent of the other party, which consent shall not be unreasonably withheld. The non -assigning party shall not have any obligation to an assignee of the assigning party unless such consent is obtained. 18. WAIVER. Failure by Seller to assert all or any of its rights upon any breach of this Order shall not be deemed a waiver of such rights either with respect to such breach or any subsequent breach, nor shall any waiver be implied from the acceptance of any payment or service. No waiver of any right shall extend to or affect any other right Seller may possess, nor shall such waiver extend to any subsequent similar or dissimilar breach. 19. OWNERSHIP OF DATA. The Seller and Licensor agrees to provide Software as a Service and to make such service available and usable for the Term of the Agreement. As the Service shall utilize data provided and generated by the Buyer to extend such usability it is expressly agreed, that such data as provided and as shall be generated by utilizing the Service shall remain the sole property of the Buyer. In the event that the Service is terminated for any reason under the Agreement and by its Terms, the Seller, as Provider of the Service agrees to relinquish and deliver such data to the Buyer within 3 days of written request for such data. The data shall be provided to the Buyer within this reasonable time frame in a manner in which the Buyer may incorporate the data to another comparable product or service. The agreed format for the delivery of data shall be Excel Spreadsheets or ASCII files and all data in totality shall be subject to the written request to relinquish such data. 20. TERM OF CONTRACT — RENEWALS — SPECIAL TERM IN YEAR ONE. The contract shall be deemed executed upon signature of the parties and as attached hereto. The Term of the agreement shall run in one-year increments and is renewable upon agreement of both Parties. Simple Amendment of this agreement noting the renewal and capturing the next term by dates captioned within the Amendment is all that shall be necessary to renew the Agreement. Pricing for renewals shall be based on the attached pricing Agreement (Exhibit "B"). Services consumed under the Agreement and based on that Pricing Agreement shall prevail for the new term. Services can be added at any time during the term of the Agreement and shall be prorated to the current term of the contract. Fees are assessed annually for the SaaS, therefore new service obtained under the agreement shall be charged based on the remaining duration of the current term. This shall apply to all service charged annually and is exclusive of the purchase of new modules under the Pricing Agreement, as these are one-time charges for access and are not assessed annually in subsequent terms. A special Term in the first year shall extend the initial Term from the date of Execution to the end of the City's FY, that being September 30, 2019. Subsequent terms shall run on the City's FY calendar, that being Oct 1 of any calendar year to Sept 30 of the following calendar year. Simplicity agrees to support and make available the Service and all data utilized by the Service for a term of 30 days following termination or non -renewal to allow the City time to procure another product or service of its choosing. All data shall be delivered to the City in the form of Excel Spreadsheets at the end of the "grace period" captioned herein. The Term of this agreement can be Amended by mutual consent of both parties to a multi-year term at the end of the first year. 21. INTEGRATIONS. The Simplicity RMS and the Simplicity Universal Tracking Application Framework is a highly adaptable software platform that is iterated to multiple vertical requirements within Enterprises. It is also a highly developed Cloud Services platform and is highly susceptible to integration with applications and databases that are themselves suited to integration. A special term of the Agreement specifically references Responses on the Procurement Process, City of Clearwater RFP 20-18, specifically "Integration with Sharepoint". The Sharepoint integration shall be a figure Not To Exceed (NTE) $7500.00. Such integration shall be charged by the actual number of hours to conclude such integration, as included in the pricing agreement and is charged by those actual number hours by a factor of $75.00/hour. In no event shall that amount exceed $7500.00. Subsequent integrations not specifically scoped or within the pricing agreement can be engaged at any time by the City with a Request to do so. Such integrations will be Scoped and a binding SOW (Statement of Work) will be issued including all time and material necessary to effect such integrations that may arise or become preferable. 22. GO LIVE — SIGN OFF TO BILL UNDER THE AGREEMENT. The "Go Live" condition is met and the Seller is authorized to invoice the City of Clearwater when the following conditions are met: • Data from the Advantage Solution is properly modeled to the City's requirements • Properly conformed data based on the approved model is deployed to the Simplicity RMS • Authorized users are enabled on the Simplicity RMS • User Manual(s) documenting use are completed and delivered • The City can perform its annual destruction sequence utilizing Simplicity RMS to report and properly document that event. 23. EXPANSION OF SCOPE AT BUYER'S DISCRETION. The Simplicity RMS is an iteration of the Simplicity Universal Tracking Application Framework. The "framework" is adapted to multiple defined uses contained within the Pricing Sheet, and is constantly being modified to others. The City is at its discretion to utilize the RMS to service any vertical requirement to which it is suited. Additional named vertical applications are subject only to the cost to deploy a stated module, then user fees and integrations as may become apparent or preferable. 24. SEVERABILITY. If any provision of these Conditions of Sale is determined to be illegal, invalid, or unenforceable, for any reason, then such provision shall be deemed stricken for purpose of the dispute in question, and all other provisions shall remain in full force and effect. 25. TERMINATION FOR CONVENIENCE. The City reserves the right to terminate this Agreement in part or in whole upon thirty (30) calendar days' written notice. 26. ORDER OF PRECEDENCE. Any inconsistency in documents relating to this Agreement shall be resolved by giving precedence in the following order: (i) this Agreement and subsequent Amendments; (ii) the Provider's Request for Proposals #RFP 20-18 response (Exhibit A); and (iii) Request for Proposals #20-18, Records Management Software and subsequent Addenda (Exhibit D); all of which are incorporated by reference and attached hereto. In Witness Whereof, this Agreement is duly executed by the duly authorized representatives of the parties as set forth below: Simplicity Solutions Group (67 William A Fairfull, Jr CEO Countersigned: App i d as to form: wen Kohler Assistant City Attorney DATE CITY OF CLEARWATER, FLORIDA William B. Horne II City Manager Attest: Rosemarie Call City Clerk Blumberg No. 5192 su.1131• i ciOLUTIONS GROUP PROPOSAL City of Clearwater: RMS System Prepared For: Alyce Benge, CPPO, C.P.M. City of Clearwater - Purchasing 100 S. Myrtle Ave. 3rd Floor Clearwater, FL 33756-5520 April 5, 2018 By: Jeremy Waller, MBA Business Development Manager 921 Town Center Drive #600 Orange City, FL 32763 407-801-7100 jwaller@simplicitysolutionsgroup.com EXHIBIT A Received OCT 082018 City Attorney City of Clearwater 104/2018 Table of Contents TAB 1 - Letter of Transmittal 3 TAB 2 - Demonstrated Experience of the Vendor 5 Qualifications 5 Needs Assessment 6 Senior and Technical Staff assigned to the City 7 References 9 TAB 3 — Proposed Product: Simplicity Records Management Software 11 About Simplicity Records Management 11 Proposed Solution/Project Plan: Simplicity RMS 18 Deploying Cloud Technology for Records Management 20 The Management Application 25 Tracking the Records — The Tasking System 32 Simplicity RMS Value Add Statement 38 RFP #20-18, Exhibit A 42 TAB 4 — Other Forms 47 Simplicity Solutions Group I Central Florida I 407.801.7100 I www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 2 City of Clearwater 104/2018 TAB 1 - Letter of Transmittal Jeremy Waller, MBA Business Development Manager Simplicity Solutions Group 921 Town Center Drive #600 Orange City, FL 32763 407-462-6916 April 5, 2018 City of Clearwater Attn: Purchasing 100 S. Myrtle Ave. 3rd Floor Clearwater, FL 33756-5520 We would like to thank the City of Clearwater for the opportunity to offer your Official Records and Legislative Services Department with a dynamic, functional, and user-friendly record management software and inventory management system. Our Simplicity Records Management platform is the apogee of our RMS design and will be a transformative solution for the City of Clearwater. This platform provides effortless requesting, reporting, and retaining of documents along with a proactive interface for inventory management of boxes, shelf location, physical documents and more. Deployment of Simplicity Records Management will take place immediately after the award ceremony on May 14th and our streamlined implementation process will take no more than 60 days to complete. During the 60 -day implementation sequence we will set up secure domestically based SaaS hosting, migrate existing data into Simplicity Records Management and configure our software architecture for record and inventory management optimization; ensuring that it effectively and efficiently meets the needs of your entity. Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 3 City of Clearwater 04/2018 We will also provide the City of Clearwater with our consultative training approach to complement your new RMS system, guaranteeing that each person using the system will be educated and ready to use it to its fullest potential. The last phase of the implementation cycle will be establishing our reliable maintenance procedures for all future update, user support and configuration needs. Our project management team is excited to work with you. Bill Fairfull, our President/CEO will be leading the project. Bill and his brother John (our CIO who will also be on this project) created Simplicity Records Management. Together they have over 35 years experience with RMS technology, knowledge they have utilized over the years to design cutting-edge software solutions for government municipalities similar to the City of Clearwater. Jeremy Waller, our Business Development Manager, will be ensuring a streamlined process from start to finish. Jeremy is a two-time fellow and has raised nearly $1 M through fundraising and business development initiatives at a variety of organizations. Again, Simplicity Solutions Group would like to thank the City of Clearwater for this opportunity and we look forward to delivering to you the latest in RMS and inventory management software. Sincerely, Jeremy Waller, MBA Business Development Manager Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 4 City of Clearwater 104/2018 TAB 2 - Demonstrated Experience of the Vendor Qualifications "You have paper, we have simplicity" is the mission that informs every decision we make and every product we design. Since 2013 Simplicity Solutions Group has been perfecting a robust line of products and services designed to simplify end-user experiences and business through software. We combine the best of forward thinking modern technology with user-friendly interfaces to craft affordable platforms that transform the way governments, municipalities and businesses do business. Specifically our RMS systems are praised for their versatility, functionality and user-friendliness. Hybrid records management, asset tracking frameworks, complex enterprise applications, file label software and most importantly for the City of Clearwater, inventory management and RMS systems, are at the heart of what we do to make business simpler, more effective and more efficient. Behind our products and services is a team with decades of RMS software expertise and thought leadership. We bring this expertise directly to our clients through a relational (as opposed to transactional) business methodology. This consultative client -first approach informs all troubleshooting, training, maintenance and user -support we engage in with clients. This attentiveness to detail and to the end-user provides a seamless introduction to our products and software. Our Simplicity Records Management and inventory management software is what we will be providing to the City of Clearwater. Simplicity Records Management represents the apogee of our RMS system design, offering a capable, integrative, intuitive and functional system that stands at the cutting edge of current technology. Simplicity also means affordability. Our programs and services are competitively priced, and offer highly comprehensive specifications without breaking the bank. All costs are provided up front and we ensure they are accurate for the duration of our relationships with our clients. Our prolific platforms and dedicated team have worked with national and local clients, on projects both big and small. Our clientele includes government entities such as the United States Environmental Protection Agency, National Institutes of Health, Guideline Central and the United States Department of State. Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 5 City of Clearwater 104/2018 A level competency that comes from decades of expertise, modem products customized to simplify, commitment to customers and an abundant track record of successes are what we hope to bring to the City of Clearwater and its Official Records and Legislative Services Department. Needs Assessment The rate of change in business today is ever increasing. Government and civic municipalities cannot afford to fall behind the curve. A minor slow down in business today can have Targe repercussions and ultimately costs on government institutions tomorrow. The City of Clearwater needs an RMS system that affords receptiveness, responsiveness and adaptability though accurate reporting and tracking, seamless integration and use, and agility. Physical document management systems are our specialty. We have built RMS frameworks and software for a variety of diverse organizations. With over 3,000 record boxes and over 30,000 records the City of Clearwater needs, in our estimation, an efficient, organized and responsive system that will allow the City to manage its documents with ease. As you will see in our references section, we have implemented similar systems across other businesses, including the Bexar County Texas Clerk of Court. Simplicity Records Management utilizes RFID technology for user-friendly, low maintenance, affordable and responsive document tracking and organization. Our system tracks by box number, shelf, paper location and more. Simplicity Records Management answers the need for the City of Clearwater while also allowing it to do better business at a faster rate, allowing staff to focus on delivering services to its citizenry. Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com 02018 Simplicity Solutions Group. All rights reserved. 6 City of Clearwater 104/2018 Senior and Technical Staff assigned to the City Below is a list of senior and technical staff who will be involved with this project: Bill Fairfull 1 President/CEO Bill has experience in digital conversion of all media types. He has designed and run projects to preserve and convert historical documents, microfilm and videos in a range of content management applications. Now he has turned this extensive knowledge of record and document management to conceptualize and design cutting-edge software. 1987 1994 2001 2004 2009 2013 Service Manager at 20th Century Services, Inc General Manager at SDM / Superior Imaging Solutions VP of Operations at DRS Group of Florida Founded PDF Solutions, Inc. Directory of Imaging at National Office Systems/PSS Co -Founded Simplicity Solutions Group. Handles Business Development for commercial software application offerings. John Fairfull I Vice President/CIO John has ten years of experience as a professional full stack web developer, specializing in the HTML5 stack and the LAMP server environment. He has worked with everyone from local small businesses to Fortune 500 companies, celebrities, politicians and everyone in between. 2003 2007 2011 2013 2013 Co -Founded Diversified Techniques, Inc Web Developer at Ingero, LLC Manager of Development and Technology at KMDG, Inc. Worked as a developer for the tech industry, including projects for Symantec, VMWare and Clearwell. Lead Developer at International Guidelines Center, Inc. Single-handedly built an award- winning web platform which grew to 120,000 users in a short period of time. Experienced in healthcare IT, developing software in conjunction with industry as well as the largest medical societies in the world, including the AHA. Co -Founded Simplicity Solutions Group. Developed software products which are currently in production for government agencies such as the Federal Reserve System, the EPA and the National Institutes of Health. Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 7 City of Clearwater 1 04/2018 Jeremy Waller, MBA I Business Development Manager Jeremy Waller is a business development and fundraising professional. A two-time Fellow and board member for 3 local nonprofits, Jeremy has raised nearly $1 M through fundraising and business development initiatives at a variety of organizations. 2014 2014 2015 2016 2016 2017 2018 UCF Center for Public and Nonprofit Management Fellow Inaugural Aspiring Nonprofit Leader Scholar at the Rollins College Crummer Graduate School of Business Certificate in Proposal Writing (Edyth Bush Institute) Received MBA from Crummer Graduate School of Business at Rollins College Fund Development Manager at Goodwill Industries of Central Florida where his dept. raised over $800,000 for the organization. JMI Leaders Fellow with The James Madison Institute Became the Business Development Manager at Simplicity Solutions Group. Dave Johnson I Account Representative Dave Johnson entered the world of records management and conversion in 1970 in Broward County Florida. Since then, Dave has participated in every facet of the conversion industry from operations to sales. As microfilm transitioned into imaging in the late 1990's, Dave was among the first large scale conversion experts to embrace the technology in his capacity with Dataplex/ACS and drove into the electronic content market early and aggressively. Dave started the Image Freeway conversion and storage archive in 2005 teaming up his years of experience in conversion with his intuition in devising software that delivered a highly functional but cost effective solution set for managing content. Dave was among the first vendors to embrace the "Scan on Demand" paradigm to extend the off-site storage model into the instant delivery of content from the outsource. Dave's company was ahead of industry leaders such as Iron Mountain, GRM and Access. Dave's partnership and collegiality with Simplicity CEO, Bill Fairfull have placed them in multiple projects working together across state lines and handling multi -faceted production and management projects over the year. Dave recently moved to Clearwater and has offered his tremendous experience and commitment to records management innovation to the Simplicity team as an Account Representative on Records and Records Management related opportunities. Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 8 City of Clearwater 04/2018 References Data Preservation Solutions r Contact Person(s) j Kevin Williams Type of Service Date of Service Guideline Central Contact Person(s) Type of Service 2214 Century Center Boulevard Irving, TX 75062 kevinw@datapreservationlIc.com (512) 694-0237 Comprehensive box tracking and record tracking application for Bexar County, Texas Clerk of Court. Over 600 record boxes by row, section, shelf and Court Circuit. Also organizes court records dating back to the 1850s thorough box number, district court case number, part 1, party 2, year of case, type of case, number of full pages single sided, number of full pages double sided, number of half pages single sided, number of half pages double sided, total images, and total pages. In total over 400,000 pages and nearly 700,000 images were functionally organized. Nov. 2015 - Present Chris Wise 106 Commerce St # 105 Lake Mary, FL 32746 cwise@guidelinecentral.com (407) 878-7606 Guideline Central was employing several different technical solutions in pursuit of their business as a medical guideline publisher for some of the largest medical societies in the world. They needed to create a unified platform which would allow them to more efficiently leverage their user base of nearly 100k, as well as increase daily engagement with their content. Their website also needed an update, moving from a dated Drupal site to a responsive WordPress template. We used our web application framework to create a single web service to power both the Guideline Central website and the mobile apps to create a seamless experience for their users. We also integrated several third party medical APIs including data sources from the National Libraries of Medicine and clinical trials from clinicaltrials.gov. Guideline Central has added 30k new users since we completed the platform. Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 9 City of Clearwater 104/2018 User engagement has grown from less than 11 k pieces of content in the library to well over 125k pieces of content. The mobile apps won bronze in the 2015 Digital Health Awards. Date of Service 2013 - Present Work Flow Business Solutions Contact Person(s) Bruce Brown - President/CEO 319 Watercrest Harbour Lane League City, TX 77573 bruce@workflowfiling.com (832) 788-2406 Type of Service RFID file tracking, labeling app/software and records branded as WorkFlow. Date of Service 2013 - Present JB Office Matters, Inc. Contact Person(s) Joseph Ballas 55 Willett Street Fort Plain, NY 13339 bruce@workflowfiling.com (518) 993-5466 Type of Service JB Office Matters is a reseller of our software and product line. Date of Service 2013 — Present Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 10 City of Clearwater 04/2018 TAB 3 - Proposed Product: Simplicity Records Management Software About Simplicity Records Management Document Scanning and Management while at times, considered mutually exclusive to file room and physical records management, is really only another method in an overall filing strategy. Considering the filing system in totality, document scanning is but one device that will be effective in managing your records. Too often the presentation is an either/or choice for the consumer. This is one that hears from Filing System vendors, Storage Vendors and Scanning Vendors that these methods are competitive and that it is wise to choose one at the exclusion of others. The consumer is then faced with making a choice between methods, instead of a choice that creates opportunity in each device. It is rarely wise to make a choice that eliminates potential future advantage, or choices that reduce more choice in the future. However that is precisely what the vast majority of providers in the records management sector have to offer. Simplicity RMS embraces every effective method and enables choice as opposed to eliminating it. If you create an effective file label, capture your metadata, then manage the paper, it is no different than scanning those records and managing the electronic content. Regardless of the physical form the content takes, be it bits and bytes or paper in folders, the underlying information is still just content. Activating the full power of Simplicity RMS not only allows you to reduce the cost of batch back file scanning, it also allows you to pull records at will and simply attach them to the index you have already created. Your choice to scan records, then simply asks you to consider whether you'd like to do it all at once, or as the records are requested and pulled in the normal course of business. If you are managing on the shelf, then Simplicity RMS puts features and equipment at your fingertips to manage records flow in your Enterprise. Request — Check In/Check Out — Authorize — Notify, these methods let you know where every record is, who has it and when it is expected back. Control and Management gives you Knowledge and Efficiency If you are archiving, Simplicity RMS will box your records with uniform labeling and automatically compile your box inventories. Retention scheduling will even remind you when it is time to destroy Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 11 City of Clearwater 104/2018 records. Simplicity RMS will automatically compile Destruction Requests and Certificates that it will store in its database to provide compliance documentation in a snap. Simplicity RMS is a Total Solution for Records Management. Any policy or procedure that can be defined can be implemented and deployed. Simplicity Records Management is Commonly Used By • Certified Records Managers • Enterprise Corporate IS • Medical Records Directors Managers • Legal Practice Managers • Architectural and Engineering • CPA's Firms • Insurance Professionals • Government Agencies Simplicity Records Management Supports • All Records Management • Any document scanner with a Strategies TWAIN driver • Document and File Tracking • RFID/Barcode • Document Scan on Demand • Any USB Barcode Scanner • Backfile Scanning • ATID 911n handheld • Day Forward Scanning Capture barcode/RFID scanner • Archival Box Storage • ATID XC -1003 RFID Mobile • RFID Automated Tracking Phone • Hardware • Alien ALR9900 fixed RFID • Printers reader • Zebra Brand Journal Printers • Alien ALR9900+ fixed RFID • Document Scanners reader • Canon Scanners — All classes • Alien F800 fixed RFID reader including MFD types • TSL Bluetooth handheld RFID • Fujitsu Document Scanners readers • Epson Document Scanners • Ensyc block reader (RFID • Kodak Document Scanners reader, connects to PC) • Konica Minolta MFD Devices • Bring your own device! (BYOD) Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 12 City of Clearwater I 04/2018 Total Scanner Support For your scanning requirements, Simplicity RMS will support any scanner with a TWAIN driver including these major manufacturers: Canon Scanners (All classes including MFD types), Fujitsu Document Scanners, Epson Document Scanners, Kodak Document Scanners, and Konica Minolta MFD Devices. Actually, ANY document scanner with a TWAIN driver can be seamlessly deployed. Leverage Existing Devices Simplicity RMS puts the full range of solutions in one place and at your fingertips. We provide a cutting edge cloud service application with a seamless mobile smart device integration at its heart. Simplicity RMS supports BYOD ( Bring Your Own Device) strategies and will leverage any and all smart devices in your Enterprise. Simplicity RMS Features With a full range of Records Management Features, Simplicity RMS can deliver a solution tailored to your immediate requirements, where it's fast deploy and modular architecture will allow you to modify and scale quickly and inexpensively at every turn. • Infinite Parent/Child Database Architecture • Color Coded Labeling of any defined format • Journal Type Label Printing via Zebra Printers • In Application Scan To Index • In Application Scan on Demand • Fully Documented Requesting System • Custom Notifications • Custom Statuses • Unlimited Locations • Records Check-In/Check-Out • Multiple Site Support • Document Classification • Document Template System • Document Typing and Custom Indexing • Custom Workflow Development • Records Retention Scheduling based on any defined policy • Customizable Search Forms • Customizable User Interfaces • TWAIN Scanner Support • Defined and Dynamic Reporting • Available Data Analytics Based on Defined Metrics • Archival Box Creation and Tracking • Automated OCR and Full Text Indexing Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. AH rights reserved. 13 City of Clearwater 04/2018 • Compendium "Global Search" • Fully Integrated with Fixed and Functionality Mobile RFID • Full System Audit and Tracking History (Chain of Custody) Simplicity RMS has infinite ability in configuration to match up exactly to your desired plan and to achieve your defined outcomes. It is end to end, life cycle records management that can start with the most limited implementation and scale when you want and how you want. Simplicity RMS Architecture and Technical Specifications Simplicity RMS is a web application which runs on the LAMP (Linux, Apache, MySQL, PHP) stack, which is one of the most popular, stable and secure web application platforms in the world. LAMP is suitable for building dynamic web sites and web applications. Simplicity RMS is divided into several loosely coupled components. The main components are described below. It's important to realize that these represent the core of the application. The business logic is encapsulated separately from the application core, allowing us to customize the solution to meet evolving needs. Server Side Architecture NoSQL Document Storage Most of the data in the app is stored in our proprietary NoSQL database, which is controlled directly by the application logic (JavaScript). The database also has a direct HTTP access layer (web service) automatically built in. Access is controlled with a username and password. Database Web Service There is business logic already built into the database layer which performs many useful functions including handling file uploads, audits, users, messaging\notifications and creating a searchable index of meta data as well as the text of documents uploaded to the system. Client Side Architecture Bootstrap & jQuery Our web applications use the Bootstrap front-end framework (getbootstrap.com) as well as the jQuery JavaScript library (jquery.com). These are two of the most popular, well documented and stable front end Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 14 City of Clearwater I 04/2018 tools in existence. They almost automatically handle creating cross platform and cross browser compatible user interfaces. Bootstrap comes with built-in accessibility features. Other Open Source Libraries We use many of the most respected JavaScript libraries for rendering tables, creating graphs, documentation, etc. Proprietary Libraries In addition to the libraries\frameworks above, we also maintain a small repository of proprietary JavaScript libraries which help us perform tasks specific to document management\tracking. External Apps Some of the functionality is built as discreet, completely separate applications. These include tracking history, file conversion (e.g., .doc to PDF), barcode\RFID labeling, the document viewer and possibly others. If you require them, we can deploy these applications on your server or integrate them with our SaaS models. In particular, you may require the document viewer, which has the following dependencies: • Ghostscript • ImageMagick • iMagick PHP API • Libreoffice • PHP Tidy and XSL (built in to PHP5) • Our viewer currently supports the following file types: • Word Documents (.txt, .rtf, .doc, .docx) • Spreadsheets (.csv, .xls, .xlsx) • Images (.jpg, .png, .gif), • Adobe (.pdf, .tif, .psd, .ai, .eps) • If your project requires other document formats, the dependency checklist may grow. We strive to always use free and open source libraries and applications to accomplish this, however. • Hardware Requirements • CPU: At least a dual core i3, 3.3ghz • RAM: At least 8gb • HDD: At least a 120gb SSD or a 1TB SATA • RAID: Recommended, but not necessarily required Simplicity Solutions Group I Central Florida I 407.801.7100 I www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 15 City of Clearwater 104/2018 Software Requirements We recommend that the application runs on a dedicated server with the latest version of the Ubuntu operating system. We also support RHEL\CentOS and Fedora. The application doesn't require any specific Linux distro (it can technically be run on any OS), but it's better if we have access to a good package manager so we don't have to build from source too much. In addition, the Apache webserver, the latest version of MySQL server and the latest version of PHP5 should be installed. It also requires the cURL application and the php5-curl extension. Cron Jobs Cron jobs are automated tasks which run every x amount of time. These can be set up with the crontab command in Linux. Depending on requirements, your application could require possibly several of these. We can manage these remotely if we have SSH access. SSH\SFTP access In order to perform maintenance\updates on the app, we will need this type of access to the server. SSL It's highly recommended to set up a quality SSL certificate (sha-2). This will encrypt the network traffic to the application. Code Backup and Documentation Internally, we maintain all our applications in a collaborative environment with the git versioning system. We also maintain our own development\testing servers. All code changes are stored in git and we maintain a continuous deployment environment to be most the most responsive and agile. Browser Support Our applications are designed to be run on a modern web browser. Any of the latest versions of Safari, Edge, Firefox, Chrome, Internet Explorer or the Android Browser should be capable of running everything. We do provide support back to Internet Explorer 8; but for the best experience, we highly recommend upgrading your browser. Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 16 Security Encryption City of Clearwater 104/2018 In addition to the SSL, the program uses salted Blowfish password encryption which is the best encryption available on the platform we're using. Even if an attacker got a list of all the usernames and passwords in your system, the information would be useless because of this encryption. PHP5 now contains Blowfish encryption built in, but if the latest version of PHP is not available, this library should be made available on the server (although it's not required, another encryption method will be used if necessary). In addition, our user system uses a proprietary database which is not susceptible to SQL injection because it's not a SQL database. The only web form available to a hacker is the log in form which is not accessing a SQL database. A potential attacker will waste time and resources trying to figure out a SQL injection where it was never possible in the first place. Our server sessions are salted with encrypted values which prevent session hijacking. Brute Force Attacks A brute force attack (an attacker will simply run every possible login combination until a correct one is found) is technically always possible, but there are serious roadblocks in place to slow it down. The login form has a five second delay upon submission of an incorrect login. Combining this with the use of strong login credentials should raise the cost of such an attack to a prohibitively high level. Further Security Measures Individual installations of our software can be locked down to specific IP addresses or protected with HTTP authentication to provide enhanced security. Note that this might not always be practical. Many times, the benefit of easy access outweighs the risk, but the option is available. Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. AH rights reserved. 17 City of Clearwater 1 04/2018 Proposed Solution/Project Plan: Simplicity RMS Simplicity RMS is a feature -rich, multi -platform, network based RFID and barcode tracking system. Simplicity RMS is a cloud service software solution which integrates with stationary and portable RFID/Barcode scanning hardware to provide accurate tracking, accountability, and history for assets and other track -able objects. OS Independent/Linux Preferred mySQL Simplicity RMS has the following key features: Developed solely utilizing open -source programming tools and libraries Does not require third party software with licensing fees Supports barcoding and passive UHF RFID Supports fixed and portable passive UHF RFID readers Completely configurable based on user requirements Deliverable within 10 days of requisition Has the ability to print customized generated labels and documents containing data driven elements including variable color -coding, barcodes, and derived text Supports printable RFID labels for use in standard office ink jet/laser printers Supports email integration for automatic notifications Managed Cloud Service/In House Cloud Appliance Supports passively tracking RFID movement through network attached readers Simplicity RMS utilizes stationary RFID readers with the following key features: Includes at least 4 inputs and 8 outputs Supports up to 4 antennas, proximity sensors, and light-stacks/alarms Is able to trigger reader to turn -on antennas for a defined period of time when attached proximity sensor(s) are triggered Supports a mode of operation wherein its antennas do not emit radio waves unless Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 18 City of Clearwater 104/2018 triggered by attached proximity sensor(s) Supports individual attenuation for each antenna Includes a network connection and be able to automatically update the database based on RFID reads Supports antennas with a read range of approximately 30 feet Simplicity RMS utilizes portable RFID readers with the following key features: Supports modules for passive UHF RFID, 1D barcodes, and 2D barcodes Android 4.0 and above RFID read range of approximately 6-10 feet Includes an Android application software with the following key features: Variable attenuation during RFID scanning The ability to view the current inventory of locations in the database The ability to transfer assets between locations manually The ability to transfer assets via RFID inventorying The ability to locate missing assets via RFID sweeping Automatically caches reads when no Internet connection is available and Auto Syncs upon connection re-establishment Can Utilize Available WiFi or 4G Connections with SIM Card Rated to withstand a 1.5 meter drop -to -concrete Water-resistant and dustproof Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 19 City of Clearwater 104/2018 Deploying Cloud Technology for Records Management The Customer presents a comprehensive request that encompasses not only a state of the art facility, but a vision for a state of the art records system. While the granular particularities of the record set(s) is not fully scoped with the request, the possibilities are known based on prior experience. For the purposes of the plan to deploy, the system must make several absolute assumptions: • Some records will be public in nature • Some records will be absolutely confidential • Some records will be permanent in nature • Some records will routinely meet retention and be destroyed • Various retention policies may be in effect • Records will routinely be required in remote locations • User levels must account for complex access structures • Records will be managed in a physical archive in most cases • Records may be originated by virtually any employee of the Customer • Several physical sites may be serviced • Records are subject to public records laws and must be audited • Records will be physical and electronic in state In short the Customer's vision may follow the flow of records management into the service of diverse platforms simultaneously. Essentially there are 4 things that can happen to a record and only 4: • They can be maintained in physical active filing structures • They can be boxed and archived in warehouse or archive facilities • They can be converted to another form • They can be destroyed Typically these have been presented as competing interests in the service of the record. They are not, they are routinely happening simultaneously in enterprises of varying concern with or without conscious effort or an integrated plan. They represent the 4 significant and major methods available to servicing advancing records systems. As such, any plan that considers records management and their continuity and perpetuity while offering leverage of advancing technology should effectively provide for each method. In short the effective Records Management plan and application performs all of these functions simultaneously in the same system. Such a system does not care what state the record is actually in only that it exists and must be accounted for. Simplicity Solutions Group 1 Central Florida I 407.801.7100 1 www.simplicitysolutionsgroup.com 02018 Simplicity Solutions Group. All rights reserved. 20 City of Clearwater 1 04/2018 Therefore active records that will be tracked, may also be scanned, records that will be stored in an archive should also be tracked and may be scanned, and finally records that may exit the system on retention being met should be accounted for in furtherance of prudence and in the fullness of diligence prescribed by law or policy. While the vision with regard to such a system seems simple and self evident, the technology that effectively delivers on that vision is limited. This is largely owing to the fact that the records management industry is composed of interests that compete for one segment or the other of this paradigm and therefore do not intrinsically concede the value and usefulness of all methods. The programmatic approach proposed is to employ a system that fulfills the intrinsic vision of the request. This comes in realizing that the records and the methods desired are diverse while the goal itself is extremely unified: effectively service all available record sets utilizing all methods available where advantage in any one is realized. Such a system should simultaneously hold out the possibility that while one method presents immediate advantage, another method may emerge at any time as more advantageous. Managing the Records Assuming then, on deployment, that a full and complete inventory of all records has been performed and a concomitant data center and archive are equipped, the goal is to not only turn the key on the archive. The goal is to provide a durable path to continued efficacy; the goal is to never have to do this project again. How is this best accomplished? The programmatic approach should identify every place where records intake happens, where records are originated and how exactly, at the moment they come into existence they will be managed to their ultimate end point. Knowing that on the day the archive opens, ensures that the vision is fully realized. Every office that the Customer engenders should have a fully adopted plan that mirrors what the archive will do. Records should be originated and taken in and immediately be consigned to the tracking portion of the overall application. Unified systems of filing and standard records management plans should be adopted at every location or "Site" that will comprise the Customers Administrative footprint. The best approach is the "hub and spoke", where the central archive is the hub and every remote location or "Site" is a spoke. It is assumed that every record originated or taken in shall eventually find its way to the archive in one form or another. With the archive itself, the same system is in place. Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 21 City of Clearwater 04/2018 A singular location where all records enter the facility eliminates "outlying" issues with nonconforming items. A method that "transfers" the known contents from a remote location to the archive will eliminate unauthorized movement of records. Such a system will also create an intrinsic check on records transfers. Unknown items should not enter the archive. Everything that enters the archive should not only be known, but anticipated. And all transfers to the archive should be properly authorized, proper authorization should only be possible by properly authorized users. A forward looking management plan will account for, not only methods, but procedures and present fast deploy opportunities for new requirements. Every location or "Site" in the system should be managed in the exact same manner, utilizing the exact same procedures effectively making every site a mirror image of the archive. A Document Center Since the system proposed can make use of any method in the effective distribution of records it should be a policy that the first option in fulfilling any request for documentation is to scan the record. Such a system is commonly known as "scan on demand" and is quickly becoming the preferred method of more progressive document storage companies. The system proposed is highly adapted to this method as it is preferable for many reasons. Among these • Nearly instantaneous access to records anywhere in the world • Security of original documents as they are maintained in the highly secure archive and not routinely distributed back to remote locations or sites • Attrition of the physical record set(s) as they are routinely accessed and scanned to the system • Durable access to the records beyond the initial request • Availability of records in public access kiosks with Customer locations • Availability of public access web portals via the Internet • Intrinsic physical distribution of scanned records via the "Print" button A fully equipped document center such as one would see at a local big box office supply store could easily be envisioned within this proposal. The presence of equipment to scan documents and technical drawings will speed the conversion of requested materials. A stated location within the Site: Archive of "Document Center" would provide a proactive and auditable queue of requested documents awaiting distribution via scan. Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 22 City of Clearwater 04/2018 While it is true that the most cost effective method of converting Targe record sets or specialty records such as those on microfilm or in legacy systems may still be the outsource vendor, the document center provides a reasonable and proactive alternative to create small scale conversions of prudence or convenience. A sample workflow may reasonably look like this: • Customer user logs on to the system to search for an off-site record • Folder barcode number or Folder index may be utilized in search • Folder (record) is accessed in the system • If the Folder has been scanned, the record may be viewed, downloaded or e-mailed to an authorized third party • If the folder is in the process of being converted its status will be viewable, regardless of the progress of the record in the conversion process, it may be requested. • The applicable record will be pulled from the conversion queue, scanned to the Customer's specification and replaced to the box it was originally transferred in. • A notification will be sent to the requesting party that the record is available to be viewed, downloaded or e-mailed. • A user may utilize the system to view the record, or download or e-mail the record. • The Status of the record will be changed to "Scanned — Return to Archive" • Audit entries for all actions to the system will be conferred to the database. Similarly, should the Customer from time to time decide to utilize third party vendors on bid for large scale conversion projects, the system can provide proactive inventorying and control of records going off site for conversion. Any system that will look to the future will provide for the physical maintenance of existing records, while anticipating varying options in converting records, including third party vendors. The programmatic approach calls for providing an application which presents: • Hot Folder Capture of Content • Batch Scanning with the Management Application • Easy introduction of 3'd party scanning conversions via image files with mapped ASCII data Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 23 City of Clearwater 1 04/2018 The document center should function as in-house demands arrive and as the point of ingress and egress from the archive for document transfers out to CUSTOMER site locations or potential third party vendors for scanning. Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 24 City of Clearwater 1 04/2018 The Management Application Simplicity RMS utilizes a clean and well organized UI to display record types and facilitate search and retrieval of records information. CDS lele.d Point Eriwitxa • Perule 0 CDS SwLn ,cc46cn Evidence Hold (General 2:R Owner pato, Pacl.,1 Seerch3 ero-.so Record_ ) Span Record ,m wm,ddiyy y Tip owner Owe Recwwd Recavea 9r 1.4.2 Remitet> Location uy 55551 102562P 201&02-14 2679610.et .. asdl 12210354. lies- Ref.,- 6,` S003244 lm r>wwe. 1.•101pr543 Onto R.Kawr e • M<ea out, 2033202.05 In large datasets that contain 30, 40 or more individual "index" or meta data points, Simplicity RMS captures the dataset, but presents each user with the ability to customize the view to information relevant to them 1 50 Customize Display f ields We recommend using 5-8 columns to prevent sideways scrolling_ C you have a large number of fletds, then you may prefer to use a different data display. Select whatever fields you want, click the add button, then drag and drop the columns in the desired order. index Fields Zip Owner Date Packaged Recovered By Notes Recovery Location City Lab Number Description Date Recovered Packaged By A v Table Header ® Cancel Field that require visibility can be drug into the view selector and they can be moved around in an order that allows each user to organize the data in the way that makes sense to them. Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. a,e Maribor oo.ayaan Mato Pono.araa • -1(81L x Q Systematic Asset Management X + City of Clearwater 104/2018 The first 5 fields selected in the data view, then present as the "search fields". The search menu dynamically updates as these views change. calx 0 CDS Smaus Evidence H66 (General Zip C,mzr Oato/timc 04[12018 mm / dd / yyyy two 005+ C2 NO Omar DIM Ps/caged Rbc 68 By Maas Lamm City 5851 267962 Person_. 2016-02-14 2629620eicer. esa 881 sansord 214]84 2018-02-05 SAM Notification X - ©You have 9 active item(s) in your Case queue. please check Approval under your account P.E. As the user works, any open tasks or items that require their attention, will prompt them. As each record type is accessed, the data points or meta data specific to that record type is presented. No fixed fields to shoe horn your data or your work process into, Simplicity's UI adjusts immediately, quickly and intrinsically to the next record type. p.cuir,c917ae�/m,�i�: x Fra.-!Abd14yro„ 0 scans.org 0 Money taosbn Releasable (30 Day Hoo •.�) :crd'.'recorc type) 'money') 5280_ M00 ^ Com $100.001111N MOOT EI Samna I kirOma Rocade ) ScanReenrtl _.. s;Yiasma Dopy y � m Add Money+ US= ]Rows a act _._a- LMo RORe>- ® Sewat Noss Rey Imam City Doonription Pon R®aaad itacorond Fran, long 25 Cent Coils /M Cat Caps Icon. 111 111 Q Type here to search (} UJ 201802.06 261910Porson _ 1 w 1411 V 4a1 • *1 %l J- syr 4� n b 01 , C0 Y54/5CPM13 P.' a /20. Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 26 I ntevd Pent Fnvettoto, C35 Latent Pmt Erneigno. P.,5»- Q Latent Print Envelopes Stat. On Hold Location City of Clearwater 104/2018 Add lalvlt Flit Envolopns+ baa Nurlbet Of Litt Cads Bioneto,a Search & Obese Racal§ Y Scan Record 14 Yes c6G osoobe Ongay 13121.-- o troaaae By Nair 440 Location City Oaseamanan MEaidvlm tits Bioirma Streetatlerma 45670 267967Oth000-. 4541 O People h.,-> Fast lane rice santord 201802-13 to. tintnn Yes asm lnet- P.0r0rt.- L 4:cn Ge rat ati4Na La 0 Sbaat Aearma City Hera Tdg4 Lynn State Fest 12345 A Bobby 1 Bob Lano Bobby 4076874513 67890 8 Bo&ay 12 Twoive Road 5ka 0000. Don 4072131666 45679 loosen 991ta9 Saskatchewan 8002297088 34567 en Bows., 0 sat Ave 5kippavlon 5555555555 22222 middle Les 708 Cre000000_ Damascus phones 33333 middle Les 792 0.1aakw040 Damascus phoney 44444 mklttle Joenad 123 Mon Scoot Apoeps phone 55555 middle Lost. 921TOen Come.. Reale 0002297058 66666 middle Chadstotn 256 Menlo Scoot Vankus phone 7T7T7 metals Bo 231st Sheat Ulunq. Pandang Phone no middle Dales 456 Ekn `hest Indiw.5torke phone a9 middle Bo0oei9 9099thSo-net Etats phone 7p middle Ilevson 5088m5trea Ouoonsland phone Bob a Long Ca_ Oily gabby AL Bob BEGkty Boo SM0bdy Obby AN May loot' Joe REtidy Coo AR Joe 56 y Stoop, SC J.Wonn 04*46 s ad loyson CA Pat ba6n9As NW loyson CA Pot ba4WrgAs Las Dolslon MT Bo tradm9As Dot Pones DE Bo tradirgAs Tom Lawrsson MO Law tr46ngAs Les loes0n fN Pat tmtn9As (Tad T SAM Notification You have 9 active itemts7 in your Case queue nadur9 4 Entity .1 please check Approval under your account tra6n9As Yon La Page. If a "Row View" is preferred, where the entire data set is desired, simply click "Row View" and the entire data set along with a photograph of the item can then be displayed. Simplicity Solutions Group I Central Florida I 407.801.7100 I www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. UWWzi•r; Assignment OnNM., Uses Neva ian Herne JO n Eeelul Man 0 12345 Assignment Orangecoy User Mane Joe Meng Joe Jengi4S OI! 0 23456 Aeaignnwm Oaldrq Uses Nem law Mane Lams Moir 0 34567 ipnmwn Oaylono Urex Nemo bobby Meme gob Evans Officer 0 45618 City of Clearwater I 04/2018 Ih, • woon, - Ic 514.1.1. The heart of the approach is the application that will distill inventories, policies, methods, procedures and access points to a single system that will flow records into the archive and present multiple delivery opportunities to a varied matrix of user types. The reality in today's world, a world that was considered forward looking into the future as little as 10 years ago is now dominated by fast deploy, small footprint web applications that are natively and easily integrated with mobile devices. The proposed solution for management of the record archive is such a solution. It utilizes the principles of Big Data and intrinsic mobility and combines it with years of experience in managing records into conversion in compliance with policy. It relies on web standard methods and is not buoyed into a hodge-podge of desktop applications clumsily strung together through archaic network logons or the reliance upon ever more costly platforms that define the "old way of doing things". There are no distributed CD's to install on hundreds of desktops or "network rolls" that take place on "off hours" to ensure that the network doesn't crash on deployment. It is born and lives and grows as web technology continues to advance and it assumes at all times that PC workstations will one day be a thing of the past and that smart devices and mobility is the ultimate path to the future. Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. City of Clearwater 104/2018 It is a web application called Simplicity RMS — Archive Version. It relies upon a structure of programmatic "objects" in all phases of its architecture. Objects are: • Sites • Tasks • Notifications • Reasons • Locations • Retention Schedules • Users • Permissions • Functions • Audits • Reports • Record Classifications It goes beyond what is commonly known as dataset "parent / child" and presents an object oriented data structure that can nest one object within another. Such that sites may defined then nested under the archive. Access to the Archive may be access to the entire enterprise or if the user is nested within a site within the Archive, then only those things nested under or within that site will be known to exist to the user. Similarly users may be defined and nested under the Record Classification such that only certain records classifications would be known to exist to the user logging on under that classification. This provides for a method of classifying records as "Public" then creating a public login that can only see and therefore access those "Public" records. So let's see how we get to a single piece of paper in a box on a shelf at the Archive Enterprise — Customer 1. Site - Archive 2. Archive Location — Secure Shelving A2 3. Box "93-012" 4. Folder — Smith Road Widening 5. Document — Easement Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 29 City of Clearwater ( 04/2018 What's happening here? All sites are nested under the Enterprise. Within the nested Enterprise are nested locations Within the nested Locations are boxes Within the nested Boxes are folders (records) Within the nested Records are documents. The method is one of infinite nesting to an irreducibly complex unit, the document, which is the lowest common denominator in records management. The entire system is built this way. Each object contains infinite nesting opportunities based on functions or methods. So, in example, the project need not define every permission that could ever be conceived of on the front end. There are 6 basic permissions in any system that distributes or "tracks" records • View • Print (which is also copy) • Distribute • Create • Destroy • Move It is not necessary to create every variation, nor is it necessary to know what something will be in the future, it is only necessary to service the 6 possibilities. Any permission to perform any function may then routinely be added, by simply adding it under the applicable function. So, in the instance of record clerk that is authorized to manage records at a site, but not authorized to create boxes or transfer them, a named permission under "Create" may be: • Create an archive box Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 30 City of Clearwater j 04/2018 If the user is not authorized to create anything, then they cannot create a new box. If the user is nested within the Create permission at the top of the hierarchy, then every method that Creates something is available. Nesting them lower on that hierarchy, then limits their create ability. In example, if they are authorized to create a record, that is lower in the hierarchy than a box, therefore they can originate a record, but they may not originate a box. Similarly, they may be able to create something, but not move it, therefore they cannot create an authorization to transfer the box. Instead of hard coding functions, then constantly returning to the core code to create additional functionality, Simplicity RMSTrack creates irreducibly complex functions then allows instantaneous augmentation of stated workflows by nesting them under those functions. So, going back to the beginning, regardless of the amount of complexity that the records management industry references and rightly so, all of that complexity falls into 1 of 4 irreducibly complex methods: • They can be maintained in physical active filing structures • They can be boxed and archived in warehouse or archive facilities • They can be converted to another form • They can be destroyed No matter how many permutations are envisioned, they are inexorably tied to one of these 4 methods. Simplicity RMSTrack is designed and coded in this manner recognizing this and proliferating this across its methodology to create a highly flexible, extremely granular environment with a small footprint and an ever expanding set of options Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 31 City of Clearwater 1 04/2018 Tracking the Records — The Tasking System So whereas Simplicity RMSTrack begins its mission managing the records and knowing what records you have, the basis of tracking is actually knowing the following: • What records exists • Where they are • What their status is • Where they've been These are the essential components of the tracking application. If you know that a record exists and where it is and what the current status of it is, then tracking it is a matter of knowing that and then creating a detailed audit of every move the record makes or has ever made. Simplcity RMS accomplishes this by presenting a very simple to use and flexible tasking system that combines the components of tracking and simple to deploy workflows that represent real world eventualities. The Admin Screen: Sioqs ■ Road Types • Users Croulw LachWans Fan Dialer RAD Realm $ Importer ® Settings Application Settings Run Search Index Enable SUE Search Project Type Use LDAP Solr Hostnome Solt Corr Sok Username 504 Password 0 Ye, ye; h0p1ds3mdevssc ans.org:8983 .erode. canal This is where the tracking system is "created". And it is created to the exact specifications that match your records and your requirements. LOCATIONS — This is the "WHERE" of the matter at hand. Where is this? I need it! So again Simplicity RMS acts as a software application, the way you act in the real world. Things change, offices are converted to conference rooms, companies expand onto other floors, warehouse space may be added. Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. City of Clearwater 1 04/2018 The growing Enterprise is likely to encounter a very dynamic environment in which it operates. So for that reason, Locations can be added and subtracted in the way in which the real world works. A sample list looks like this: Settings re Record Types a users GooPs 1 ocrns • Form Builder - 8111) Renders c. Importer C Siam an0 Scan Rascal, Frmr Ba,coae 6 0 1 it 0 Locations IRecvM Rb Ban, (County) Bank (Faf ture( Bode Techndo_. BULK -01 9UU(-07 80LI 5 8ULK-04 BULK05 8011.06 805408 8011(-08 BULK -09 80x.10 BULK -11 last The important thing to remember is that the location system in Simplicity RMS can be positioned to accommodate any organization and distribution scheme that is required. You may mix and match any combination of these locations along with any combination of any other element of the tasking system in any project. Some locations can be in all projects, or none and locations or any combination can be utilized anywhere in the application. Retention Policies — Management of the Records While records management contains many components, one of the primary and most important function that it accounts for is when records become records, then when they have met their legal limit for destruction. Alternatively, Retention Policies may also be utilized to make actions such as scanning and archiving to long term storage easy and predictable. While there are very standard guidelines based in law and "best practices" each enterprise invariably has unique requirements. Just as dynamic tasking and location strategies create a flexible and responsive solution, the ability to create and apply retention scheduling is far easier if these can be defined quickly and easily. Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. City of Clearwater 1 04/2018 Without repeating the basic theme here, at the time of system implementation , all of the applicable retention codes can be added to the system, then amended as necessary over time. Amendments to this menu will not affect any records already consigned to Simplicity RMSTrack. These policies may be simplified and human readable as to time frame, or policy codes such as • AP -RC -0001 • AR -RC -0002 May be created as they are outline in Enterprise policy manuals for retention. What is important to mention is that the flexibility of Simplicity RMS allows records retention to be calculated from any date field in the project, or time may toll from the date the record was created in the project. This allows the Admin to set the system to apply a retention schedule to records as they are created, or allows bulk introduction of records to the system, as in backfile scanning projects to create uniform retention periods at the time of project commencement. Retention Policies are also subject to the notification system in tasking. As records reach maturity with the system a list is compiled in the background and notifications are issued to the project admin. The project admin may then review the subject records and approve them for destruction, which then compiles the list(s) into an Authorization for Destruction. Once records are destroyed in accordance with policies, the authorized and executed list is converted to a Certificate of Destruction. The Admin for the projects(s) is notified and the Certificate of Destruction is stored in the system by name, date and other information as may be material to the documents. Retention may also be queried in the system, all records having a status of Retention Met, can be proactively compiled to a Request For Destruction, then the same workflow obtains. Reason Codes — Why are the records out/What should I do with this? Simplicity RMS offers available reason codes for the tracking system as well. Once again the reasons a record may be out are varied from organization to organization. Simplicity RMS responds to this in the same way as all other areas where flexible implementation is useful. Anything may be coded in this list and on the request screen these codes are presented for the requestor to add particularity into the request information or to create a locked down system where records do not move unless there is a "good reason". The Site System — Dealing with Multiple Physical Sites Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 34 City of Clearwater 04/2018 As it is in today's business world a business Enterprise may have multiple sites that span counties, states or even countries. Simplicity RMS responds to that by facilitating and easy site creation system. When a new site that will keep records or even open new records then periodically transfer them to a central facility, Simplicity RMS allows the fast creation of sites through its site system. First the manager or Admin in Spokane has to authorize a transfer. That transfer gets routed through the Admin in the recipient facility so that they know that records have been transferred to their location. Thereafter notifications are issued to all parties to the request that the record is away from its home site. And these notifications will continue to arrive until a permanent transfer is made to the new site or the record is returned. Simplicity In App Notifications 0 You have 4 active item(s) in your Case queue, please check Approval under your account page. The application will display specific notification panes depending on the requirements of the project, these will continue to notify users of actions required on open tasks. The transfer screen comes complete with all record information including who made the request, a place for the method of transfer and in the event that it is say Fed Ex, UPS, USPS or anyone who issues a tracking number, that may be entered at the time of transfer. Simplicity RMS presents a full feature set to fully manage the archive. It's features provide: • Granular tracking down the document level • Dynamic Reporting of any data set that can be compiled • Fully integrated labeling from color coded file labels to transfer labels for boxes • Custom Form Integration • Batch Scanning • Hot Folder Auto Upload • Integrated HTML 5 Viewer • Bulk introduction of items to the application • Custom Workflow Creation • Tasking • Notifications • Retention Scheduling • Precise Authorization Points Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com 02018 Simplicity Solutions Group. All rights reserved. 35 City of Clearwater 1 04/2018 • Intrinsic Public Access Public Records Kiosks As the architecture of Simplicity RMSTrack is standard web technology, public access portals known as "kiosks" can be deployed in any number by simply providing any device of any type with a browser and access to either the Internet or the Internal Server. No other software is required and a signal user named "Public User" can accommodate any traffic to the system at any time. Providing Future Paths to Records Management The programmatic plan presented assumes that nothing ever remains static. Especially within today's ever advancing technology landscape, change must be assumed. The very nature of the programmatic plan assumes that not only will things change, but they are likely change quickly. As the application(s) presented are born and live on the same platform as the social media that constantly advances quicker than we can keep up with it and the varied platforms of E -Commerce and trade and logistics that deliver the world to our door, the technology can constantly be developed alongside these same advances. In the future, public access may be easily delivered to any PC, laptop or smart device via the Web Portal, by simply enabling it and defining a structure to charge for certified documents. The Record Classification object can define this, then deliver the documents to standard and secure E -Commerce methods that are ubiquitous and likely to ever advance into our lives. The technology is made to be delivered via smart device on Android or Apple devices, it assumes that at some point this will no longer be a option, but a requirement. It has recently been integrated with Trimble Juno Handheld devices via an in-house Android development that makes it compatible with portable RFID or barcode methods of inventory including GPS tracking. The Android app can run on any input device running Android 4.1 or above and custom Android development is always only a specification away. Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 36 City of Clearwater 04/2018 The applications are ALL developed from the API out via standard web services that are as prevalent as the air we breathe, making it an integration candidate for any application that can make use of a web services API, which today is nearly all of them that want to have a future in the software market. It's API presents integration with infrastructure RFID without the use of middleware, which is quickly becoming the "old way of doing things". It's API structure makes it a candidate for any reader on the market now or to come in the future. Simplicity RMSTrack is tomorrow's technology today. And finally, the ultimate forward compatibility is that whatever data structure you put into it then fill with data can be easily and simply exported from it utilizing extremely standard methods for introduction into anything that will ever be able to receive data. Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 37 City of Clearwater 1 04/2018 Simplicity RMS Value Add Statement The Simplicity RMS Application is the culmination of 10 years of participation in the Records Management software segment of the CEO, of Simplicity Solutions Group, Bill Fairfull. In 2008 Bill was contracted as a consultant to add document and image management to an existing tracking application to net a compliant hybrid RM solution. Bill participated in the development based on his experience in document scanning and conversion dating back to microfilm conversion. Bill started in the microfilm industry in 1982. As cloud application development matured, Bill brought his experience in conversion and decades of experience working with both private and public entities to the task of creating highly flexible and extensible cloud solutions for tracking and management of files and records, assets, armory, cultural property and chain of custody evidence tracking. Most recently, Bill and the Simplicity Solutions Group team have completed a nut and bolt redevelopment of Enterprise tracking solutions for Federal Agencies for a partner company in the Washington DC area. Simplicity Solutions redevelopment brought the company's software up to compliant standards and relevant cloud based methods. Simplicity's redeveloped software is deployed at nuclear power facilities to track instruments and tools, at a Federal Banking Institution to track art assets (cultural property), at DC government in tracking records and at Federal Agencies tracking IT assets. A migration of Simplicity has delivered at each turn based on specific requirements both in security compliance and in business process. Simplicity Front End Team Bill Fairfull and Dave Johnson have a combined 55 years experience in records conversion on the very high end of the scale. Dave co-owns and manages Atlanta based company, ImageFreeway. ImageFreeway is a software provider for document management solutions and ImageFreeway owns and operates a Targe scale record archive facility that services public sector, City, County and State agencies as well as private sector healthcare, legal, banking, insurance and general corporate sector entities. ImageFreeway provides end to end solutions in records storage and management for its users with a 12,000 square foot storage facility. Dave and Bill have known and worked together on projects for nearly 20 years and bring their years of experience in managing tens of thousands of client records boxes into conversion or for long term storage. Active record management in the live conversion process is essential in creating the outsource scanning solution. Records must be maintained compliantly and available based on immediate demand scenarios. These years of experience in managing and tracking these active record sets have been material in devising and Simplicity Solutions Group I Central Florida I 407.801.7100 I www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 38 City of Clearwater 104/2018 delivering archive tracking and management solutions and services that understand and respond to the real world user setting. The Simplicity RMS Feature Set The available feature set of Simplicity RMS includes items not specifically dealt with in the RFP, however represent potential value to the City of Clearwater in future planning and extensibility. Scanning and Scan on Demand The Simplicity RMS can be built to manage electronic content. In the immediate request, the City wishes a tracking and management solution. However, content management and scanning can be enabled at any time within days, by simply enabling a module and licensing scan users. In the alternative, the application can be built to support request fulfillment of records via a "Scan on Demand" function, whereby on request a user may specify "Scan Request" or "Upload Content" and the record can then be scanned and delivered securely within the RMS. This can also be policy driven, which creates the opportunity to destroy records once they have been delivered electronically, or they may simply be noted as "Scanned and Archive", which preserves the record in hard copy. At the time the record reaches retention, then a destruction event on the record, also creates a purge event on the content. All of this is optional, the City may choose to utilize the functionality or not, it does not affect the application as a pure tracking solution. RFID/NFC/IoT Ready As Cloud Application developers with a heavy emphasis on Air Protocol integration or loT development, all Simplicity Solutions tracking solutions are equipped with the ability to utilize RFID tagging and either fixed or mobile hand held readers to automate tracking. Again, this is functionality the City may choose to utilize or not. There is no module to enable for RFID tracking, it resides within the core application. The only expense in enabling it is in the purchase of tags and the readers that will automate the tracking. Simplicity RMS can add a barcode to any record type and requires no specialized barcode scanners to make any tracking application barcode enabled. A user can simply order an entry level USB barcode scanner from any local Office Supply company, plug it in and use it. Color coded labeling for Physical Filing Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 39 City of Clearwater 1 04/2018 In 2013 Simplicity Solutions released its first records related software, Simplicity Labels, this was re-released in 2015 in a basic entry level tracking and management application re -branded "File Label Express". File Label Express is a fast deploy basic solution for inventory and tracking. It is currently being utilized by: • Local Police Departments • School Districts • Clerk of the Court • Public Employee Trade Union • Hospitals and Clinics • Veterinary Clinics • Pharmaceutical Companies • Banking • State Agencies To create color coded end and top tab file folder labels, or monochrome labels utilizing standard Avery templates for file creation and labeling. This allows direct record creation in the Simplicity RMS, the production of a highly cost effective and standard label for folder or box creation and the ability to classify records with a label element and to particularize documents within unit records. The Simplicity RMS leverages the File Label Express API to create any type of label that is required for any type of item or asset and can create any color coding scheme necessary or preferable. Platform Extensibility The Simplicity RMS is built from the Simplicity Universal Tracking Application framework, which allows it to configure into multiple tracking environments with very little effort. While the City requests a system to manage it's records archive, the same installation may be extended into any type of tracking required, included assets and PD armory or any other items of value for which an account must be made on a regular basis. Once deployed , the costs associated with enabling any other type of tracking from evidence, to arms to assets, simply requires a survey and a nominal fee to set up a new department, division or tracking configuration. These are done on development fee basis to ensure that small requirements receive small price tags, whereas more complex projects can be priced and implemented based on an understandable and accountable fee schedule. Notwithstanding the investment in any segment of Simplicity Tracking infrastructure Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 40 City of Clearwater 04/2018 immediately opens the door to any other requirement no matter how diverse in a fractional cost formula to the original deployment and certainly a fractional cost to deploying any other discreet solution to track and manage anything that can be defined operationally. Mobile Out of the Box Simplicity Tracking is cutting edge cloud technology that comes out of the box ready to leverage any mobile devices in the Enterprise. Each UI and every element of the application is fully "responsive", which means it will display properly and can be used properly on any screen size and with any device that can achieve an Internet connection of any type. In addition Simplicity Tracking has its own Mobile API and a currently released Android application to allow barcode scanning from any smart device, NFC (Near Field Communication ) tags or it may be utilized to simply search and locate a record in the system. Any user and any device may be enabled with the mobile application, all user licenses come with the license to deploy the mobile application as well. From the API Out All Simplicity Tracking solutions are built from its API's out, which means it is highly susceptible to cloud application integration with any web standard or "Web Services" enabled application. The future of Enterprise computing is on the Cloud, Simplicity Tracking is within the cloud "eco -system" in that it has the ability to integrate with other widely used and emerging commercial cloud deployments for business requirements. As cloud computing becomes more the standard than the exception, it is expected that solutions consumed regularly will eventually become candidates for some type of integration. Simplicity Solutions Tracking is at that cutting edge, not looking to get there or theorizing its roadmap, it deploys ready to consider the challenges of today, but fully prepared to meet the direction that tomorrow will bring. Simplicity Solutions Group I Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 41 RFP #20-18, Exhibit A RFP #20-18, Exhibit A City of Clearwater 1 04/2018 Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 42 City of Clearwater, FL Requirements - Records Management Software Vendor Information Response 1. Company Name: Simplicity Solutions Group 2. Company Contact: a. Name and Title Bill Fairfull, President/CEO b. Address 921 Town Center Drive, Suite 600, Orange City, FL 32763 c. Phone and Email Address 407-801-7100, bfairfull@simplicitysolutionsgroup.com 3. Company Information: a. Year Founded, Public vs. Private 2013, Private b. Total Employee Count 13 c. Nearest Office to Clearwater, FL 921 Town Center Drive, Suite 600, Orange City, FL 32763 d. Location of Headquarters Orange City, FL 4. Customers on Proposed Application: 41 a. Target Industries and Number of Installs Oil and Gas -10, Education - 6, Insurance - 2, State Agencies — 3 Healthcare —12, Legal — 6, Clerk of the Court —1, Federal Appeals Court - b. Target Municipality Size — Population 100,000 c. Total Customers All Industries 50 d. Total Government (public) Customers 10 e. Total Municipality (city/county) Customers 1 f. Total Municipality (city/county) Customers in U.S. 1 g. Total Municipality (city/county) Customers in Florida 0 5. Software Version: a. Current Version and Release Date 3.0-12/2016 b. Proposed Version and Release Date 3.0 —12//2016 c. Number of Prior Versions Supported 2 d. Release Strategy (frequency, cost, timing, etc.) Major Releases are performed as required by new project requirements. Commercially viable upgrades are performed proactively at no cost to end users 6. Implementation Support Proposed: Direct or Partner Direct 7. Proposed Project Team and Resumes/Experience See proposal —Team and Resumes Included Simplicity Solutions Group 1 Central Florida 1 407.801.7100 1 www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 42 City of Clearwater 104/2018 8. Proposed Project Timeline 60 days from Award to Deployment/Training Page 1 of 3 Simplicity Solutions Group I Central Florida I 407.801.7100 I www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 43 City of Clearwater + 04/2018 RFP #20-18, Exhibit A City of Clearwater, FL Requirements — Records Management Software Cost Summary Response 9. Software License: For all modules to meet functionality specified for a minimum of 50 users. Specify licensing model - named or concurrent — if named indicate per license fee Software — $7299.00 Users - $300/each - $15,000 Named License Legal Hold Module - $1850.00 Records Retention Module - $2250.00 10. Implementation: Estimate including process review, design, configuration, training, testing, integration, reports, forms, etc. Design and Deployment are included in the software purchase — Integration as scoped and required by hourly rate of $75/hr front end development and $95/hr backend development FoxPRO Migration $1500.00 11. Maintenance: Indicate maintenance percent and itemized costs for all required module(s) for year 1; years 1 through 5; and years 6 through 10. Software - $1850.00/year Users - $300.00/each $15,000/year Legal Hold Module - $500.00/year Retention Policy -$750.00/year 12. Hosting Fees: Estimated annual software Hosting or SaaS fees if applicable. Included in Annual Maintenance for Tracking Application Content Servers for ECM are charged $1000.00/year per 100GB 13. Other: Indicate any other 3rd Party software and associated costs required for functionality and requirements in scope. None Simplicity Solutions Group I Central Florida I 407.801.7100 I www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 44 City of Clearwater I 04/2018 14. Total Year One Cost — License, Implementation, Maintenance, Hosting Fees. $27,899.00 15. Total Five -Year Cost — License, Implementation, Maintenance, Hosting Fees. $99,299.00 16. Total Five -Year Cost - — License, Implementation, Maintenance, Hosting Fees (including years 1 through 5). $99,299.00 RANKING Software R=Require d =Importa Cost Summary Response R 17. Automatic assigning of physical space/location of box and/or document Yes R 18. General inventory management Yes R 19. Automatic setting of retention schedule for item Yes R 20. Retention schedules easily customizable and configurable Yes R 21. Ability to override retention schedules Yes R 22. Record research and request ability Yes R 23. Record checkout process Yes Page 2 of 3 Simplicity Solutions Group I Central Florida ( 407.801.7100 I www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 45 City of Clearwater I 04/2018 RFP #20-18, Exhibit A Software R 24. Record tracking — once checked out Yes R 25. Record return process Yes R 26. Searching—General Query Ability Yes R 27. Reporting—Destruction Reports Yes R 28. Reporting — Ad Hoc Reports Yes R 29. Notifications — Destruction, General, Other Yes R 30. Labels/Bar Codes—Templates, Creation, Other Yes I 31. Record Status "History" Post -Destruction Yes R 1 32. Hosted/Cloud/SaaS (Software as a Service) Yes R 33. Single Sign On (SSO) — Windows AD / LDAP / Azure AD / Office 365 Yes R 34. Uptime History (most recent 12 month period) Yes — 99.9% R 35. Server Architecture and Environment Configuration LAMP R 36. Disaster Recovery Plan Yes 0 37. Security Compliance and Certifications Yes I 38. A. FoxPro Database Migration Experience B. Estimated Migration Timeline Yes -2 weeks 0 39. LaserFiche Integration Experience — Overview Process and Provide Specific References for this Option No — Application Proposed has native content management Page 3 of 3 Simplicity Solutions Group I Central Florida I 407.801.7100 I www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 46 City of Clearwater I 04/2018 TAB 4 - Other Forms 1. Exceptions/Additional Materials/Addenda form 2. Vendor Information form 3. Offer and Acceptance form 4. W-9 Simplicity Solutions Group I Central Florida I 407.801.7100 I www.simplicitysolutionsgroup.com ©2018 Simplicity Solutions Group. All rights reserved. 47 Server and Site Licensing SIM -SERV Simplicity Tracking Application Framework Server License Enterprise License — Includes 1 Site $7,299.00 SIM -SITE Add Additional Sites to Enterprise (per site) $3,500.00 nd Site Maintenance Annual SIM -SERV MAINT Simplicity Annual Maintenance —1 SITE INCLUDED $1,850.00 SIM -SITE MAINT Simplicity Annual Maintenance (per site) $1,850.00 11. iILZIri iii: 1 SIM ULN-10 Named User Licences 1 — 10 (per license) $350.00 SIM ULN-100 Named User Licences 11-100 (per license) $300.00 SIM ULN-1000 Named User Licenses > 100 (per license) $200.00 SIM-US-MAINT Named User Licences 1 — 10 (per license) $350.00 SIM US-MAINT-100 Named User Licences 11-100 (per license) $300.00 SIM US-MAINT-1000 Named User Licenses > 100 (per license) $200.00 SIM -CONT Simplicity Content Management $6,500.00 SIM -SCAN Simplicity Scanning Module $2,500.00 SIM -RET Simplicity Retention Module $2,250.00 SIM -LEGAL Legal Holds Module $1,850.00 ,..., .. . .. • nnual Maintenance SIM-CONT-MAINT Simplicity Content Management $2,500.00 SIM-SCAN-MAINT Simplicity Scanning Module $2,500.00 SIM-RET-MAINT Simplicity Retention Module $750.00 SIM-LEGAL-MAINT Legal Holds Module $500.00 '°.4!' SIM_NFIRS National Fire Information Reporting Compliant Module $9,500.00 SIM-EVID Simplicity Evidence Tracking Module $7,500.00 SIM-EVID-Digital Simplicity Digital Evidence Tracking $6,500.00 SIM-SHAREPOINT Simplicity Sharepoint Integration $7,500.00 SIM-Laserfiche Simplicity Laserfiche Integration $7,500.00 SIM_NFIRS-MAINT National Fire Information Reporting Compliant Module $3,500.00 SIM-EVID-MAINT Simplicity Evidence Tracking Module $2,500.00 SIM-EVID-Digital-MAINT Simplicity Digital Evidence Tracking $2,250.00 SIM-SHAREPOINT-MAINT Simplicity Sharepoint Integration $2,500.00 SIM-Laserfiche-MAI NT Simplicity Laserfiche Integration $2,500.00 ontent Servers(Per Year �a SIM-CNT-SRV Simplicity Content Server (per 10008) AWS $2,000.00 SIM -CNT-SRV COMM Simplicity Content Server 100 GB Commercial Rackspace $1,000.00 EXHIBIT SIM-SCN-UL10 Named User Licenses 1– 10 (per license) $350.00 SIM-SCN-UL100 Named User Licenses 11 -100 (per license) $300.00 SIM-SCN-UL1000 Named User Licenses > 100 (per license) $200.00 SIM-SCN-MAINT- UL10 User Maintenance For Scan Clients 1– 10 (per license) $350.00 SIM-SCN-MAINT - UL100 User Maintenance For Scan Clients 11 -100 (per license) $300.00 SIM-SCN—MAINT - UL1000 User Maintenance For Scan Clients > 100 (per license) $200.00 irrilrirr ALR-F800 Alien ALR-F800 Fixed RFID Reader $3,250.00 XC-AT911N Atid Android Portable RFID/Barcode Reader AT911N $4,550.00 Alien ALR-H450 Alien Android Portable RFID/Barcode Reader ALR-H450 $4,000.00 ALR-F800-MAINT Alien ALR-F800 Fixed RFID Reader $500.00 XC-AT911N-MAINT Atid Android Portable RFID/Barcode Reader AT911N $500.00 Alien ALR-H450-MAINT Alien Android Portable RFID/Barcode Reader ALR-H450 $500.00 SIM CUST REP Custom Reports > 5 included Standard (per Report) $150.00 SIM CUST NOT Custom Notifications> 5 included Standard (per hour) $250.00 SIM DATA CONV Custom Data Conversion (per hour) $2,500.00 SIM PM Project Management (per hour) $65.00 SIM-DEV-Front Front End Workflow or Application Development or Integration on the Simplicity Universal Tracking Application Framework (per hour) $75.00 SIM-DEV-Back Back End Workflow or Application Development or Integration on the Simplicity Universal Tracking Application Framework (per hour) $95.00 SIM INSTALL Installation (per day) $1,000.00 BNmberg No.5t92 License Agreement This License Agreement (this "Agreement") is made effective as of August 27, 2018 between Simplicity Solutions Group, LLC, of 921 Town Center Drive Suite 600, Orange City, Florida 32763 and City of Clearwater, of 100 S. Myrtle Ave., Clearwater, Florida 33756. In the Agreement, the party who is granting the right to use the licensed property will be referred to as "Simplicity," and the party who is receiving the right to use the licensed property will be referred to as "Clearwater." The parties agree as follows: 1. GRANT OF LICENSE. Simplicity owns Simplicity RMS (the "Authored Work"). In accordance with this Agreement, Simplicity grants Clearwater a non-exclusive license to use the Authored Work. Simplicity retains title and ownership of the Authored Work and derivative works will be assigned to Licensor by Licensee. 2. PAYMENT OF ROYALTY. Clearwater will pay to Simplicity a royalty which shall be calculated as follows: Payment of Saas Fees in accordance with contracted pricing 3. MODIFICATIONS. Clearwater may not modify or change the Authored Work in any manner. 4. DEFAULTS. If Clearwater fails to abide by the obligations of this Agreement, including the obligation to make a royalty payment when due, Simplicity shall have the option to cancel this Agreement by providing 30 days' written notice to Clearwater. Clearwater shall have the option of preventing the termination of this Agreement by taking corrective action that cures the default, if such corrective action is taken prior to the end of the time period stated in the previous sentence, and if there are no other defaults during such time period. 5. CONFIDENTIAL INFORMATION. The term "Confidential Information" means any information or material which is proprietary to Simplicity, whether or not owned or developed by Simplicity, which is not generally known other than by Simplicity, and which Clearwater may obtain through any direct or indirect contact with Simplicity. Regardless of whether specifically identified as confidential or proprietary, Confidential Information shall include any information provided by Simplicity concerning the business, technology and information of Simplicity and any third party with which Simplicity deals, including, without limitation, business records and plans, trade secrets, technical data, product ideas, contracts, financial information, pricing structure, discounts, computer programs and listings, source code and/or object code, copyrights and intellectual property, inventions, sales leads, strategic alliances, partners, and customer and client lists. The nature of the information and the manner of disclosure are such that a reasonable person would understand it to be confidential. A. "Confidential Information" does not include: EXHIBIT - matters of public knowledge that result from disclosure by Simplicity; - information rightfully received by Clearwater from a third party without a duty of confidentiality; - information independently developed by Clearwater; - information disclosed by operation of law; - information disclosed by Clearwater with the prior written consent of Simplicity; - any other information that both parties agree in writing is not confidential. 6. PROTECTION OF CONFIDENTIAL INFORMATION. Clearwater understands and acknowledges that the Confidential Information has been developed or obtained by Simplicity by the investment of significant time, effort and expense, and that the Confidential Information is a valuable, special and unique asset of Simplicity which provides Simplicity with a significant competitive advantage, and needs to be protected from improper disclosure. In consideration for the receipt by Clearwater of any Confidential Information, Clearwater agrees as follows: A. No Disclosure. Clearwater will hold the Confidential Information in confidence and will not disclose the Confidential Information to any person or entity without the prior written consent of Simplicity. B. No Copying/Modifying. Clearwater will not copy or modify any Confidential Information without the prior written consent of Simplicity. C. Unauthorized Use. Clearwater shall promptly advise Simplicity if Clearwater becomes aware of any possible unauthorized disclosure or use of the Confidential Information. D. Application to Employees. Clearwater shall not disclose any Confidential Information to any employees of Clearwater, except those employees who are required to have the Confidential Information in order to perform their job duties in connection with the limited purposes of this Agreement. Each permitted employee to whom Confidential Information is disclosed shall sign a non -disclosure agreement substantially the same as this Agreement at the request of Simplicity. 7. ARBITRATION. The parties will attempt to resolve any dispute arising out of or relating to this Agreement through friendly negotiations amongst the parties. If the matter is not resolved by negotiation within 30 days, the parties will resolve the dispute using the below Alternative (ADR) procedure. Any controversies or disputes arising out of or relating to this Agreement will be resolved by binding arbitration under the rules of the American Arbitration Association. The arbitrator's award will be final, and judgment may be entered upon it by any court having proper jurisdiction. 8. WARRANTIES. Neither party makes any warranties with respect to the use, sale or other transfer of the Authored Work by the other party or by any third party, and Clearwater accepts the product "AS IS." In no event will Simplicity be liable for direct, indirect, special, incidental, or consequential damages, that are in any way related to the Authored Work. 9. NON-EXCLUSIVE LICENSE TO LICENSOR. As of the effective date, Clearwater grants back to Simplicity a non-exclusive royalty -free license to use the Authored Work as Simplicity sees fit, including for the creation of derivative works; provided, however, this license shall not limit Clearwater's rights and public rights under this License. 10. TRANSFER OF RIGHTS. This Agreement shall be binding on any successors of the parties. Neither party shall have the right to assign its interests in this Agreement to any other party, unless the prior written consent of the other party is obtained. 11. TERMINATION. This Agreement may be terminated by either party by providing 30 days' written notice to the other party. This Agreement shall terminate automatically on September 30, 2021. 12. ENTIRE AGREEMENT. This Agreement contains the entire agreement of the parties and there are no other promises or conditions in any other agreement whether oral or written. This Agreement supersedes any prior written or oral agreements between the parties. 13. AMENDMENT. This Agreement may be modified or amended, if the amendment is made in writing and is signed by both parties. 14. SEVERABILITY. If any provision of this Agreement shall be held to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable. If a court finds that any provision of this Agreement is invalid or unenforceable, but that by limiting such provision it would become valid or enforceable, then such provision shall be deemed to be written, construed, and enforced as so limited. 15. WAIVER OF CONTRACTUAL RIGHT. The failure of either party to enforce any provision of this Agreement shall not be construed as a waiver or limitation of that party's right to subsequently enforce and compel strict compliance with every provision of this Agreement. 16. APPLICABLE LAW. This Agreement shall be governed by the laws of the State of Florida. 17. SIGNATORIES. This Agreement shall be signed on behalf of Simplicity by William A Fairfull Jr., CEO and on behalf of Clearwater by Authorized Signature, Director and effective as of the date first above written. Licensor: Simplicity Solutions Group, LLC By: William A Fairfull Jr. CEO Licensee: DATE Countersigned: CITY OF CLEARWATER, FLORIDA alati,,,,t_. 4,44.444,,r William B. Horne II City Manager Apprd as to fprm: Attest: Owen Kohler Assistant City Attorney Rosemarie Call City Clerk Blumberg Na 5192 BRIGHT AND BEAUTIFUL • BAY no REACH Received ifCT 0 8 2018 City Attorney REQUEST FOR PROPOSALS #20-18 Records Management Software March 8, 2018 NOTICE IS HEREBY GIVEN that sealed proposals will be received by the City of Clearwater (City) until 10:00 AM, Local Time, April 10, 2018 to provide Records Management Software. Brief Description: The City of Clearwater, Official Records and Legislative Services Department, is seeking a qualified vendor to provide Records Management Software and related services. Proposals must be in accordance with the provisions, specifications and instructions set forth herein and will be received by Purchasing until the above noted time, when they will be publicly acknowledged and accepted. Proposal packets, any attachments and addenda are available for download at: httos://www.myclearwater.com/bid Please read the entire solicitation package and submit the bid in accordance with the instructions. This document (less this invitation and the instructions) and any required response documents, attachments, and submissions will constitute the bid. General, Process or Technical Questions concerning this solicitation should be directed, IN WRITING, to the following Sr. Procurement Analyst: Lori Vogel, CPPB Sr. Procurement Analyst Lori.Vogek mvclearwater.com This Request for Proposals is issued by: Alyce Benge, CPPO, C.P.M. Purchasing Manager Alvice.Bengena.mvclearwater.com v 10/2017 EXHIBIT 0 Purchasing Office 100 S Myrtle Ave Clearwater FL 33756-5520 PO Box 4748, 33758-4748 727-562-4633 Tel INSTRUCTIONS i.1 VENDOR QUESTIONS: All questions regarding the contents of this solicitation, and solicitation process (including requests for ADA accommodations), shall be directed solely to the Purchasing Manager listed on Page 1. Questions should be submitted in writing via letter, fax or email. Questions received less than seven (7) calendar days prior to the due date and time may be answered at the discretion of the City. i.2 ADDENDA/CLARIFICATIONS: Any changes to the specifications will be in the form of an addendum. Addenda are posted on the City website and mailed to those who register on the City website when downloading the solicitation no less than seven (7) days prior to the Due Date. Vendors are cautioned to check the Purchasing Website for addenda and clarifications prior to submitting their proposal. The City cannot be held responsible if a vendor fails to receive any addenda issued. The City shall not be responsible for any oral changes to these specifications made by any employees or officer of the City. Failure to acknowledge receipt of an addendum may result in disqualification of a proposal. i.3 VENDOR CONFERENCE / SITE VISIT: ❑ Yes ® No Mandatory Attendance: ❑ Yes ® No i.4 DUE DATE & TIME FOR SUBMISSION AND OPENING: Date: April 10, 2018 Time: 10:00 AM (Local Time) The City will open all proposals properly and timely submitted and will record the names and other information specified by law and rule. All proposals become the property of the City and will not be returned except in the case of a late submission. Respondent names, as read at the bid opening, will be posted on the City website. Once a notice of intent to award is posted or 30 days from day of opening elapses, whichever occurs earlier, proposals are available for inspection by contacting Purchasing. i.5 PROPOSAL FIRM TIME: 120 Days from Opening Proposal shall remain firm and unaltered after opening for the number of days shown above. The City may accept the proposal, subject to successful contract negotiations, at any time during this time. i.6 PROPOSAL SECURITY: ❑Yes No If so designated above, a proposal security in the amount specified must be submitted with the proposal. The security may be submitted in any one of the following forms: an executed surety bond issued by a firm licensed and registered to transact such business with the State of Florida; cash; certified check, or cashier's check payable to the City of Clearwater (personal or company checks are not acceptable); certificate of deposit or any other form of deposit issued by a financial institution and acceptable to the City. Such proposal security shall be forfeited to the City of Clearwater should the proposer selected fail to execute a contract when requested. PERFORMANCE SECURITY: ❑ Yes ® No If required herein, the Contractor, simultaneously with the execution of the Contract, will be required to furnish a performance security. The security may be submitted in one-year increments and in any one of the following forms: an executed surety bond issued by a firm licensed and registered to transact such business with the State of Florida; cash; certified check, cashier's check or money order payable to the City of Clearwater (personal and company checks are not acceptable); certificate of deposit or any other form of deposit issued by a financial institution and acceptable to the City. If the Contractor fails or refuses to fully comply with the terms and conditions of the contract, the City shall have the right to use all or such part of said security as may be necessary to reimburse the City for loss sustained by reason of such breach. The balance of said security, if any, will be returned to Contractor upon the expiration or termination of the contract. Records Management Software 2 RFP #20-18 INSTRUCTIONS i.7 SUBMIT PROPOSALS TO: Use label at the end of this solicitation package City of Clearwater Attn: Purchasing 100 S Myrtle Ave, 3rd FI, Clearwater FL 33756-5520 or PO Box 4748, Clearwater FL 33758-4748 Proposals will be received at this address. Proposers may mail or hand -deliver proposals; e-mail or fax submissions will not be accepted. No responsibility will attach to the City of Clearwater, its employees or agents for premature opening of a proposal that is not properly addressed and identified. i.8 LATE PROPOSALS. The proposer assumes responsibility for having the proposal delivered on time at the place specified. All proposals received after the date and time specified shall not be considered and will be returned unopened to the proposer. The proposer assumes the risk of any delay in the mail or in handling of the mail by employees of the City of Clearwater, or any private courier, regardless whether sent by mail or by means of personal delivery. It shall not be sufficient to show that you mailed or commenced delivery before the due date and time. All times are Clearwater, Florida local times. The proposer agrees to accept the time stamp in the City Purchasing Office as the official time. i.9 LOBBYING PROHIBITION. The purpose of this prohibition is to preserve the integrity of the procurement process. Any communication regarding this solicitation for the purpose of influencing the process or the award, between any person or affiliates seeking an award from this solicitation and the City, including but not limited to the City Council, employees, and consultants hired to assist in the solicitation, is prohibited. This prohibition is imposed from the time of the first public notice of the solicitation until the City cancels the solicitation, rejects all responses, awards a contract or otherwise takes action which ends the solicitation process. This section shall not prohibit public comment at any City Council meeting, study session or Council committee meeting. This prohibition shall not apply to vendor -initiated communication with the contact(s) identified in the solicitation or City -initiated communications for the purposes of conducting the procurement including but not limited to pre-bid conferences, clarification of responses, presentations if provided in the solicitation, requests for Best and Final Proposals, contract negotiations, protest/appeal resolution, or surveying non-responsive vendors. Violations of this provision shall be reported to the Purchasing Manager. Persons violating this prohibition may be subject to a warning letter, rejection of their response depending on the nature of the violation, and/or debarment of the proposer as provided in Clearwater's Purchasing Policy and Procedures, Section 27. i.10 COMMENCEMENT OF WORK. If proposer begins any billable work prior to the City's final approval and execution of the contract, proposer does so at its own risk. i.11 RESPONSIBILITY TO READ AND UNDERSTAND. Failure to read, examine and understand the solicitation will not excuse any failure to comply with the requirements of the solicitation or any resulting contract, nor shall such failure be a basis for claiming additional compensation. If a vendor suspects an error, omission or discrepancy in this solicitation, the vendor must immediately and in any case not later than seven (7) business days in advance of the due date notify the contact on page one (1). The City is not responsible for and will not pay any costs associated with the preparation and submission of the proposal. Proposers are cautioned to verify their proposals before submission, as amendments to or withdrawal of proposals submitted after time specified for opening of proposals may not be considered. The City will not be responsible for any proposer errors or omissions. i.12 FORM AND CONTENT OF PROPOSALS. Unless otherwise instructed or allowed, proposals shall be submitted on the forms provided. An original and the designated number of copies of each Records Management Software 3 RFP #20-18 INSTRUCTIONS proposal are required. Proposals, including modifications, must be submitted in ink, typed, or printed form and signed by an authorized representative. Please line through and initial rather than erase changes. If the proposal is not properly signed or if any changes are not initialed, it may be considered non-responsive. In the event of a disparity between the unit price and the extended price, the unit price shall prevail unless obviously in error, as determined by the City. The City may require that an electronic copy of the proposal be submitted. The proposal must provide all information requested and must address all points. The City does not encourage exceptions. The City is not required to grant exceptions and depending on the exception, the City may reject the proposal. i.13 SPECIFICATIONS. Technical specifications define the minimum acceptable standard. When the specification calls for "Brand Name or Equal," the brand name product is acceptable. Other products will be considered upon showing the other product meets stated specifications and is equivalent to the brand product in terms of quality, performance and desired characteristics. Minor differences that do not affect the suitability of the supply or service for the City's needs may be accepted. Burden of proof that the product meets the minimum standards or is equal to the brand name product is on the proposer. The City reserves the right to reject proposals that the City deems unacceptable. i.14 MODIFICATION / WITHDRAWAL OF PROPOSAL. Written requests to modify or withdraw the proposal received by the City prior to the scheduled opening time will be accepted and will be corrected after opening. No oral requests will be allowed. Requests must be addressed and labeled in the same manner as the proposal and marked as a MODIFICATION or WITHDRAWAL of the proposal. Requests for withdrawal after the bid opening will only be granted upon proof of undue hardship and may result in the forfeiture of any proposal security. Any withdrawal after the bid opening shall be allowed solely at the City's discretion. i.15 DEBARMENT DISCLOSURE. If the vendor submitting a proposal has been debarred, suspended, or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any federal, state, or local government, or if any such preclusion from participation from any public procurement activity is currently pending, the proposer shall include a letter with its proposal identifying the name and address of the governmental unit, the effective date of this suspension or debarment, the duration of the suspension or debarment, and the relevant circumstances relating to the suspension or debarment. If suspension or debarment is currently pending, a detailed description of all relevant circumstances including the details enumerated above must be provided. A proposal from a proposer who is currently debarred, suspended or otherwise lawfully prohibited from any public procurement activity may be rejected. i.16 RESERVATIONS. The City reserves the right to reject any or all proposals or any part thereof; to rebid the solicitation; to reject non-responsive or non -responsible proposals; to reject unbalanced proposals; to reject proposals where the terms, prices, and/or awards are conditioned upon another event; to reject individual proposals for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; to make multiple awards; to waive minor irregularities, defects, omissions, technicalities or form errors in any proposal. The City may seek clarification of the proposal from proposer at any time, and failure to respond is cause for rejection. Submission of a proposal confers on proposer no right to an award or to a subsequent contract. The City is responsible to make an award that is in the best interest of the City. All decisions on compliance, evaluation, terms and conditions shall be made solely at the City's discretion and made to favor the City. No binding contract will exist between the proposer and the City until the City executes a written contract or purchase order. i.17 OFFICIAL SOLICITATION DOCUMENT. Changes to the solicitation document made by a proposer may not be acknowledged or accepted by the City. Award or execution of a contract does not constitute acceptance of a changed term, condition or specification unless specifically acknowledged and agreed to by the City. The copy maintained and published by the City shall be the official solicitation document. Records Management Software 4 RFP #20-18 INSTRUCTIONS i.18 COPYING OF PROPOSALS. Proposer hereby grants the City permission to copy all parts of its proposal, including without limitation any documents and/or materials copyrighted by the proposer. The City's right to copy shall be for internal use in evaluating the proposal. i.19 CONTRACTOR ETHICS. It is the intention of the City to promote courtesy, fairness, impartiality, integrity, service, professionalism, economy, and government by law in the Procurement process. The responsibility for implementing this policy rests with each individual who participates in the Procurement process, including Respondents and Contractors. To achieve this purpose, it is essential that Respondents and Contractors doing business with the City also observe the ethical standards prescribed herein. It shall be a breach of ethical standards to: a. Exert any effort to influence any City employee or agent to breach the standards of ethical conduct. b. Intentionally invoice any amount greater than provided in Contract or to invoice for Materials or Services not provided. c. Intentionally offer or provide sub -standard Materials or Services or to intentionally not comply with any term, condition, specification or other requirement of a City Contract. i.20 GIFTS. The City will accept no gifts, gratuities or advertising products from proposers or prospective proposers and affiliates. The City may request product samples from vendors for product evaluation. i.21 PROTESTS AND APPEALS. If a Respondent believes there is a mistake, impropriety, or defect in the solicitation, believes the City improperly rejected its proposal, and/or believes the selected proposal is not in the City's best interests, the Respondent may submit a written protest. All protests and appeals are governed by the City of Clearwater Purchasing Policy and Procedures Section 18 ("Purchasing Policy"). If there exists any discrepancy in this Section i.21 and the Purchasing Policy, the language of the Purchasing Policy controls. Protests based upon alleged mistake, impropriety, or defect in a solicitation that is apparent before the bid opening must be filed with the Purchasing Manager no later than five (5) business days before Bid Opening. Protests that only become apparent after the Bid Opening must be filed within the earlier of ten (10) business days of the alleged violation of the applicable purchasing ordinance. The complete protest procedure can be obtained by contacting Purchasing. ADDRESS PROTESTS TO: Alyce Benge, CPPO, C.P.M. Purchasing Manager 100 So Myrtle Ave, 3rd FI Clearwater FL 33756-5520 or PO Box 4748 Clearwater FL 33758-4748 Records Management Software 5 RFP #20-18 INSTRUCTIONS — EVALUATION i.22 EVALUATION PROCESS. Proposals will be reviewed by a screening committee comprised of City employees. The City staff may or may not initiate discussions with proposers for clarification purposes. Clarification is not an opportunity to change the proposal. Proposers shall not initiate discussions with any City employee or official. i.23 CRITERIA FOR EVALUATION AND AWARD. The City evaluates three (3) categories of information: responsiveness, responsibility, the technical proposal/price. All proposals must meet the following responsiveness and responsibility criteria. a) Responsiveness. The City will determine whether the proposal complies with the instructions for submitting proposals including completeness of proposal which encompasses the inclusion of all required attachments and submissions. The City must reject any proposals that are submitted late. Failure to meet other requirements may result in rejection. b) Responsibility. The City will determine whether the proposer is one with whom it can or should do business. Factors that the City may evaluate to determine "responsibility" include, but are not limited to: excessively high or low priced proposals, past performance, references (including those found outside the proposal), compliance with applicable laws, proposer's record of performance and integrity- e.g. has the proposer been delinquent or unfaithful to any contract with the City, whether the proposer is qualified legally to contract with the City, financial stability and the perceived ability to perform completely as specified. A proposer must, at all times, have financial resources sufficient, in the opinion of the City, to ensure performance of the contract and must provide proof upon request. City staff may also use Dun & Bradstreet and/or any generally available industry information. The City reserves the right to inspect and review proposer's facilities, equipment and personnel and those of any identified subcontractors. The City will determine whether any failure to supply information, or the quality of the information, will result in rejection. c) Technical Proposal. The City will determine how well proposals meet its requirements in terms of the response to the specifications and how well the offer addresses the needs of the project. The City will rank offers using a point ranking system (unless otherwise specified) as an aid in conducting the evaluation. d) If less than three (3) responsive proposals are received, at the City's sole discretion, the proposals may be evaluated using simple comparative analysis instead of any announced method of evaluation, subject to meeting administrative and responsibility requirements. For this RFP, the criteria that will be evaluated and their relative weights are: Evaluation Criteria Points Demonstrated Experience of the Vendor 30 Proposed Product and Requirements (Exhibit A) 30 References 20 Licensing and Project Costs 20 i.24 SHORT -LISTING. The City at its sole discretion may create a short-list of the highest scored proposals based on a preliminary evaluation against the evaluation criteria. Only those short-listed proposers would be invited to give presentations and/or interviews. Upon conclusion of any presentations/interviews, the City will finalize the scoring against the evaluation criteria. i.25 PRESENTATIONS/INTERVIEWS. The proposer must provide a formal presentation/interview on- site at a City location upon request. i.26 BEST & FINAL OFFERS. The City may request best & final offers if deemed necessary and will determine the scope and subject of any best & final request. However, the proposer should not expect that the City will ask for best & finals. Therefore, proposer should submit their best offer based on the terms and conditions set forth in this solicitation. Records Management Software 6 RFP #20-18 INSTRUCTIONS — EVALUATION i.27 COST JUSTIFICATION. In the event only one response is received, the City may require that the proposer submit a cost proposal in sufficient detail for the City to perform a cost/price analysis to determine if the proposal price is fair and reasonable. i.28 CONTRACT NEGOTIATIONS AND ACCEPTANCE. Proposer must be prepared for the City to accept the proposal as submitted. If proposer fails to sign all documents necessary to successfully execute the final contract within a reasonable time as specified, or negotiations do not result in an acceptable agreement, the City may reject proposal or revoke the award, and may begin negotiations with another proposer. Final contract terms must be approved or signed by the appropriately authorized City official(s). No binding contract will exist between the proposer and the City until the City executes a written contract or purchase order. i.29 NOTICE OF INTENT TO AWARD. Notices of the City's intent to award a Contract are posted to Purchasing's website. It is the proposer's responsibility to check the City of Clearwater's website at https:l/www.mvclearwater.com/bid to view relevant RFP information and notices. i.30 RFP TIMELINE. Dates are tentative and subject to change. Release RFP: March 8, 2018 Advertise Tampa Bay Times: March 9, 2018 Responses due: April 10, 2018 Review proposals: April 10 — 20, 2018 Presentations (if requested): Week of May 7, 2018 Award recommendation: May 14, 2018 Council authorization: June 7, 2018 Records Management Software 7 RFP #20-18 TERMS AND CONDITIONS S.1 DEFINITIONS. Uses of the following terms are interchangeable as referenced: "vendor, contractor, supplier, proposer, company, parties, persons", "purchase order, PO, contract, agreement", "city, Clearwater, agency, requestor, parties", "bid, proposal, response, quote". S.2 INDEPENDENT CONTRACTOR. It is expressly understood that the relationship of Contractor to the City will be that of an independent contractor. Contractor and all persons employed by Contractor, either directly or indirectly, are Contractor's employees, not City employees. Accordingly, Contractor and Contractor's employees are not entitled to any benefits provided to City employees including, but not limited to, health benefits, enrollment in a retirement system, paid time off or other rights afforded City employees. Contractor employees will not be regarded as City employees or agents for any purpose, including the payment of unemployment or workers' compensation. If any Contractor employees or subcontractors assert a claim for wages or other employment benefits against the City, Contractor will defend, indemnify and hold harmless the City from all such claims. S.3 SUBCONTRACTING. Contractor may not subcontract work under this Agreement without the express written permission of the City. If Contractor has received authorization to subcontract work, it is agreed that all subcontractors performing work under the Agreement must comply with its provisions. Further, all agreements between Contractor and its subcontractors must provide that the terms and conditions of this Agreement be incorporated therein. S.4 ASSIGNMENT. This Agreement may not be assigned either in whole or in part without first receiving the City's written consent. Any attempted assignment, either in whole or in part, without such consent will be null and void and in such event the City will have the right at its option to terminate the Agreement. No granting of consent to any assignment will relieve Contractor from any of its obligations and liabilities under the Agreement. S.5 SUCCESSORS AND ASSIGNS, BINDING EFFECT. This Agreement will be binding upon and inure to the benefit of the parties and their respective permitted successors and assigns. S.6 NO THIRD -PARTY BENEFICIARIES. This Agreement is intended for the exclusive benefit of the parties. Nothing set forth in this Agreement is intended to create, or will create, any benefits, rights, or responsibilities in any third parties. S.7 NON- EXCLUSIVITY. The City, in its sole discretion, reserves the right to request the materials or services set forth herein from other sources when deemed necessary and appropriate. No exclusive rights are encompassed through this Agreement. S.8 AMENDMENTS. There will be no oral changes to this Agreement. This Agreement can only be modified in a writing signed by both parties. No charge for extra work or material will be allowed unless approved in writing, in advance, by the City and Contractor. S.9 TIME OF THE ESSENCE. Time is of the essence to the performance of the parties' obligations under this Agreement. S.10 COMPLIANCE WITH APPLICABLE LAWS. a. General. Contractor must procure all permits and licenses, and pay all charges and fees necessary and incidental to the lawful conduct of business. Contractor must stay fully informed of existing and future federal, state, and local laws, ordinances, and regulations that in any manner affect the fulfillment of this Agreement and must comply with the same at its own expense. Contractor bears full responsibility for training, safety, and providing necessary equipment for all Contractor personnel to achieve throughout the term of the Agreement. Upon request, Contractor will demonstrate to the City's satisfaction any programs, procedures, and other activities used to ensure compliance. b. Drug -Free Workplace. Contractor is hereby advised that the City has adopted a policy establishing a drug-free workplace for itself and those doing business with the City to ensure the safety and health of all persons working on City contracts and projects. Contractor will require a drug-free workplace for all Contractor personnel working under this Agreement. Specifically, all Contractor personnel who are working under this Agreement must be notified Records Management Software 8 RFP #20-18 TERMS AND CONDITIONS in writing by Contractor that they are prohibited from the manufacture, distribution, dispensation, possession, or unlawful use of a controlled substance in the workplace. Contractor agrees to prohibit the use of intoxicating substances by all Contractor personnel and will ensure that Contractor personnel do not use or possess illegal drugs while performing their duties. c. Federal and State Immigration Laws. Contractor agrees to comply with the Immigration Reform and Control Act of 1986 (IRCA) in performance under this Agreement and to permit the City and its agents to inspect applicable personnel records to verify such compliance as permitted by law. Contractor will ensure and keep appropriate records to demonstrate that all Contractor personnel have a legal right to live and work in the United States. (i) As applicable to Contractor, under this provision, Contractor hereby warrants to the City that Contractor and each of its subcontractors will comply with, and are contractually obligated to comply with, all federal immigration laws and regulations that relate to their employees (hereinafter "Contractor Immigration Warranty"). (ii) A breach of the Contractor Immigration Warranty will constitute as a material breach of this Agreement and will subject Contractor to penalties up to and including termination of this Agreement at the sole discretion of the City. (iii) The City retains the legal right to inspect the papers of all Contractor personnel who provide services under this Agreement to ensure that Contractor or its subcontractors are complying with the Contractor Immigration Warranty. Contractor agrees to assist the City in regard to any such inspections. (iv) The City may, at its sole discretion, conduct random verification of the employment records of Contractor and any subcontractor to ensure compliance with the Contractor Immigration Warranty. Contractor agrees to assist the City in regard to any random verification performed. (v) Neither Contractor nor any subcontractor will be deemed to have materially breached the Contractor Immigration Warranty if Contractor or subcontractor establishes that it has complied with the employment verification provisions prescribed by Sections 274A and 274B of the Federal Immigration and Nationality Act. d. Nondiscrimination. Contractor represents and warrants that it does not discriminate against any employee or applicant for employment or person to whom it provides services because of race, color, religion, sex, national origin, or disability, and represents and warrants that it complies with all applicable federal, state, and local laws and executive orders regarding employment. Contractor and Contractor's personnel will comply with applicable provisions of Title VII of the U.S. Civil Rights Act of 1964, as amended, Section 504 of the Federal Rehabilitation Act, the Americans with Disabilities Act (42 U.S.C. § 12101 et seq.), and applicable rules in performance under this Agreement. S.11 SALES/USE TAX, OTHER TAXES. a. Contractor is responsible for the payment of all taxes including federal, state, and local taxes related to or arising out of Contractor's services under this Agreement, including by way of illustration but not limitation, federal and state income tax, Social Security tax, unemployment insurance taxes, and any other taxes or business license fees as required. If any taxing authority should deem Contractor or Contractor employees an employee of the City or should otherwise claim the City is liable for the payment of taxes that are Contractor's responsibility under this Agreement, Contractor will indemnify the City for any tax liability, interest, and penalties imposed upon the City. b. The City is exempt from paying state and local sales/use taxes and certain federal excise taxes and will furnish an exemption certificate upon request. Records Management Software 9 RFP #20-18 TERMS AND CONDITIONS S.12 AMOUNTS DUE THE CITY. Contractor must be current and remain current in all obligations due to the City during the performance of services under the Agreement. Payments to Contractor may be offset by any delinquent amounts due the City or fees and charges owed to the City. S.13 OPENNESS OF PROCUREMENT PROCESS. Written competitive proposals, replies, oral presentations, meetings where vendors answer questions, other submissions, correspondence, and all records made thereof, as well as negotiations or meetings where negotiation strategies are discussed, conducted pursuant to this RFP, shall be handled in compliance with Chapters 119 and 286, Florida Statutes. Proposals or replies received by the City pursuant to this RFP are exempt from public disclosure until such time that the City provides notice of an intended decision or until 30 days after opening the proposals, whichever is earlier. If the City rejects all proposals or replies pursuant to this RFP and provides notice of its intent to reissue the RFP, then the rejected proposals or replies remain exempt from public disclosure until such time that the City provides notice of an intended decision concerning the reissued RFP or until the City withdraws the reissued RFP. A proposal or reply shall not be exempt from public disclosure longer than 12 months after the initial City notice rejecting all proposals or replies. Oral presentations, meetings where vendors answer questions, or meetings convened by City staff to discuss negotiation strategies, if any, shall be closed to the public (and other proposers) in compliance with Chapter 286 Florida Statutes. A complete recording shall be made of such closed meeting. The recoding of, and any records presented at, the exempt meeting shall be available to the public when the City provides notice of an intended decision or until 30 days after opening proposals or final replies, whichever occurs first. If the City rejects all proposals or replies pursuant to this RFP and provides notice of its intent to reissue the RFP, then the recording and any records presented at the exempt meeting remain exempt from public disclosure until such time that the City provides notice of an intended decision concerning the reissued RFP or until the City withdraws the reissued RFP. A recording and any records presented at an exempt meeting shall not be exempt from public disclosure longer than 12 months after the initial City notice rejecting all proposals or replies. In addition to all other contract requirements as provided by law, the contractor executing this agreement agrees to comply with public records law. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS, Rosemarie Call, phone: 727-562-4092 or Rosemarie.CallOmyclearwater.com, 112 S. Osceola Ave., Clearwater, FL 33756. The contractor's agreement to comply with public records law applies specifically to: a) Keep and maintain public records required by the City of Clearwater (hereinafter "public agency") to perform the service being provided by the contractor hereunder. b) Upon request from the public agency's custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided for in Chapter 119, Florida Statutes, as may be amended from time to time, or as otherwise provided by law. c) Ensure that the public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency. Records Management Software 10 RFP #20-18 TERMS AND CONDITIONS d) Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency's custodian of public records, in a format that is compatible with the information technology systems of the public agency. e) A request to inspect or copy public records relating to a public agency's contract for services must be made directly to the public agency. If the public agency does not possess the requested records, the public agency shall immediately notify the contractor of the request and the contractor must provide the records to the public agency or allow the records to be inspected or copied within a reasonable time. f) The contractor hereby acknowledges and agrees that if the contractor does not comply with the public agency's request for records, the public agency shall enforce the contract provisions in accordance with the contract. g) A contractor who fails to provide the public records to the public agency within a reasonable time may be subject to penalties under Section 119.10, Florida Statutes. h) If a civil action is filed against a contractor to compel production of public records relating to a public agency's contract for services, the court shall assess and award against the contractor the reasonable costs of enforcement, including reasonable attorney fees, if: 1. The court determines that the contractor unlawfully refused to comply with the public records request within a reasonable time; and 2. At least eight (8) business days before filing the action, the plaintiff provided written notice of the public records request, including a statement that the contractor has not complied with the request, to the public agency and to the contractor. i) A notice complies with subparagraph (h)2. if it is sent to the public agency's custodian of public records and to the contractor at the contractor's address listed on its contract with the public agency or to the contractor's registered agent. Such notices must be sent by common carrier delivery service or by registered, Global Express Guaranteed, or certified mail, with postage or shipping paid by the sender and with evidence of delivery, which may be in an electronic format. A contractor who complies with a public records request within 8 business days after the notice is sent is not liable for the reasonable costs of enforcement. S.14 AUDITS AND RECORDS. Contractor must preserve the records related to this Agreement for five (5) years after completion of the Agreement. The City or its authorized agent reserves the right to inspect any records related to the performance of work specified herein. In addition, the City may inspect any and all payroll, billing or other relevant records kept by Contractor in relation to the Agreement. Contractor will permit such inspections and audits during normal business hours and upon reasonable notice by the City. The audit of records may occur at Contractor's place of business or at City offices, as determined by the City. S.15 BACKGROUND CHECK. The City may conduct criminal, driver history, and all other requested background checks of Contractor personnel who would perform services under the Agreement or who will have access to the City's information, data, or facilities in accordance with the City's current Records Management Software 11 RFP #20-18 TERMS AND CONDITIONS background check policies. Any officer, employee, or agent that fails the background check must be replaced immediately for any reasonable cause not prohibited by law. S.16 SECURITY CLEARANCE AND REMOVAL OF CONTRACTOR PERSONNEL. The City will have final authority, based on security reasons: (i) to determine when security clearance of Contractor personnel is required; (ii) to determine the nature of the security clearance, up to and including fingerprinting Contractor personnel; and (iii) to determine whether or not any individual or entity may provide services under this Agreement. If the City objects to any Contractor personnel for any reasonable cause not prohibited by law, then Contractor will, upon notice from the City, remove any such individual from performance of services under this Agreement. S.17 DEFAULT. a. A party will be in default if that party: (i) Is or becomes insolvent or is a party to any voluntary bankruptcy or receivership proceeding, makes an assignment for a creditor, or there is any similar action that affects Contractor's capability to perform under the Agreement; (ii) Is the subject of a petition for involuntary bankruptcy not removed within sixty (60) calendar days; (iii) Conducts business in an unethical manner or in an illegal manner; or (iv) Fails to carry out any term, promise, or condition of the Agreement. b. Contractor will be in default of this Agreement if Contractor is debarred from participating in City procurements and solicitations in accordance with Section 27 of the City's Purchasing and Procedures Manual. c. Notice and Opportunity to Cure. In the event a party is in default then the other party may, at its option and at any time, provide written notice to the defaulting party of the default. The defaulting party will have thirty (30) days from receipt of the notice to cure the default; the thirty (30) day cure period may be extended by mutual agreement of the parties, but no cure period may exceed ninety (90) days. A default notice will be deemed to be sufficient if it is reasonably calculated to provide notice of the nature and extent of such default. Failure of the non - defaulting party to provide notice of the default does not waive any rights under the Agreement. d. Anticipatory Repudiation. Whenever the City in good faith has reason to question Contractor's intent or ability to perform, the City may demand that Contractor give a written assurance of its intent and ability to perform. In the event that the demand is made and no written assurance is given within five (5) calendar days, the City may treat this failure as an anticipatory repudiation of the Agreement. S.18 REMEDIES. The remedies set forth in this Agreement are not exclusive. Election of one remedy will not preclude the use of other remedies. In the event of default: a. The non -defaulting party may terminate the Agreement, and the termination will be effective immediately or at such other date as specified by the terminating party. b. The City may purchase the services required under the Agreement from the open market, complete required work itself, or have it completed at the expense of Contractor. If the cost of obtaining substitute services exceeds the contract price, the City may recover the excess cost by: (i) requiring immediate reimbursement to the City; (ii) deduction from an unpaid balance due to Contractor; (iii) collection against the proposal and/or performance security, if any; (iv) collection against liquidated damages (if applicable); or (v) a combination of the aforementioned remedies or other remedies as provided by law. Costs includes any and all, fees, and expenses incurred in obtaining substitute services and expended in obtaining reimbursement, including, but not limited to, administrative expenses, attorneys' fees, and costs. Records Management Software 12 RFP #20-18 TERMS AND CONDITIONS c. The non -defaulting party will have all other rights granted under this Agreement and all rights at law or in equity that may be available to it. d. Neither party will be liable for incidental, special, or consequential damages. S.19 CONTINUATION DURING DISPUTES. Contractor agrees that during any dispute between the parties, Contractor will continue to perform its obligations until the dispute is settled, instructed to cease performance by the City, enjoined or prohibited by judicial action, or otherwise required or obligated to cease performance by other provisions in this Agreement. S.20 TERMINATION FOR CONVENIENCE. The City reserves the right to terminate this Agreement in part or in whole upon thirty (30) calendar days' written notice. S.21 CONFLICT OF INTEREST F.S. Section 112. Pursuant to F.S. Section 112, the City may cancel this Agreement after its execution, without penalty or further obligation, if any person significantly involved in initiating, securing, drafting, or creating the Agreement for the City becomes an employee or agent of Contractor. S.22 TERMINATION FOR NON -APPROPRIATION AND MODIFICATION FOR BUDGETARY CONSTRAINT. The City is a governmental agency which relies upon the appropriation of funds by its governing body to satisfy its obligations. If the City reasonably determines that it does not have funds to meet its obligations under this Agreement, the City will have the right to terminate the Agreement without penalty on the last day of the fiscal period for which funds were legally available. In the event of such termination, the City agrees to provide written notice of its intent to terminate thirty (30) calendar days prior to the stated termination date. S.23 PAYMENT TO CONTRACTOR UPON TERMINATION. Upon termination of this Agreement, Contractor will be entitled only to payment for those services performed up to the date of termination, and any authorized expenses already incurred up to such date of termination. The City will make final payment within thirty (30) calendar days after the City has both completed its appraisal of the materials and services provided and received Contractor's properly prepared final invoice. S.24 NON -WAIVER OF RIGHTS. There will be no waiver of any provision of this agreement unless approved in writing and signed by the waiving party. Failure or delay to exercise any rights or remedies provided herein or by law or in equity, or the acceptance of, or payment for, any services hereunder, will not release the other party of any of the warranties or other obligations of the Agreement and will not be deemed a waiver of any such rights or remedies. S.25 INDEMNIFICATION/LIABILITY. a. To the fullest extent permitted by law, Contractor agrees to defend, indemnify, and hold the City, its officers, agents, and employees, harmless from and against any and all liabilities, demands, claims, suits, losses, damages, causes of action, fines or judgments, including costs, attorneys', witnesses', and expert witnesses' fees, and expenses incident thereto, relating to, arising out of, or resulting from: (i) the services provided by Contractor personnel under this Agreement; (ii) any negligent acts, errors, mistakes or omissions by Contractor or Contractor personnel; and (iii) Contractor or Contractor personnel's failure to comply with or fulfill the obligations established by this Agreement. b. Contractor will update the City during the course of the litigation to timely notify the City of any issues that may involve the independent negligence of the City that is not covered by this indemnification. c. The City assumes no liability for actions of Contractor and will not indemnify or hold Contractor or any third party harmless for claims based on this Agreement or use of Contractor -provided supplies or services. S.26 WARRANTY. Contractor warrants that the services and materials will conform to the requirements of the Agreement. Additionally, Contractor warrants that all services will be performed in a good, workman -like and professional manner. The City's acceptance of service or materials provided by Contractor will not relieve Contractor from its obligations under this warranty. If any materials or Records Management Software 13 RFP #20-18 TERMS AND CONDITIONS services are of a substandard or unsatisfactory manner as determined by the City, Contractor, at no additional charge to the City, will provide materials or redo such services until in accordance with this Agreement and to the City's reasonable satisfaction. Unless otherwise agreed, Contractor warrants that materials will be new, unused, of most current manufacture and not discontinued, will be free of defects in materials and workmanship, will be provided in accordance with manufacturer's standard warranty for at least one (1) year unless otherwise specified, and will perform in accordance with manufacturer's published specifications. S.27 THE CITY'S RIGHT TO RECOVER AGAINST THIRD PARTIES. Contractor will do nothing to prejudice the City's right to recover against third parties for any Toss, destruction, or damage to City property, and will at the City's request and expense, furnish to the City reasonable assistance and cooperation, including assistance in the prosecution or defense of suit and the execution of instruments of assignment in favor of the City in obtaining recovery. S.28 NO GUARANTEE OF WORK. Contractor acknowledges and agrees that it is not entitled to deliver any specific amount of materials or services or any materials or services at all under this Agreement and acknowledges and agrees that the materials or services will be requested by the City on an as needed basis at the sole discretion of the City. Any document referencing quantities or performance frequencies represent the City's best estimate of current requirements, but will not bind the City to purchase, accept, or pay for materials or services which exceed its actual needs. S.29 OWNERSHIP. All deliverables, services, and information provided by Contractor or the City pursuant to this Agreement (whether electronically or manually generated) including without limitation, reports, test plans, and survey results, graphics, and technical tables, originally prepared in the performance of this Agreement, are the property of the City and will not be used or released by Contractor or any other person except with prior written permission by the City. S.30 USE OF NAME. Contractor will not use the name of the City of Clearwater in any advertising or publicity without obtaining the prior written consent of the City. S.31 PROHIBITED ACTS. Pursuant to Florida Constitution Article 11 Section 8, a current or former public officer or employee within the last two (2) years shall not represent another organization before the City on any matter for which the officer or employee was directly concerned and personally participated in during their service or employment or over which they had a substantial or material administrative discretion. S.32 FOB DESTINATION FREIGHT PREPAID AND ALLOWED. All deliveries will be FOB destination freight prepaid and allowed unless otherwise agreed. S.33 RISK OF LOSS. Contractor agrees to bear all risks of loss, injury, or destruction of goods or equipment incidental to providing these services and such loss, injury, or destruction will not release Contractor from any obligation hereunder. S.34 SAFEGUARDING CITY PROPERTY. Contractor will be responsible for any damage to City real property or damage or loss of City personal property when such property is the responsibility of or in the custody of Contractor or its employees. S.35 WARRANTY OF RIGHTS. Contractor warrants it has title to, or the right to allow the City to use, the materials and services being provided and that the City may use same without suit, trouble or hindrance from Contractor or third parties. S.36 PROPRIETARY RIGHTS INDEMNIFICATION. Without limiting the foregoing, Contractor will without limitation, at its expense defend the City against all claims asserted by any person that anything provided by Contractor infringes a patent, copyright, trade secret or other intellectual property right and must, without limitation, pay the costs, damages and attorneys' fees awarded against the City in any such action, or pay any settlement of such action or claim. Each party agrees to notify the other promptly of any matters to which this provision may apply and to cooperate with each other in connection with such defense or settlement. If a preliminary or final judgment is obtained against the City's use or operation of the items provided by Contractor hereunder or any part thereof by reason of any alleged infringement, Contractor will, at its expense and without Records Management Software 14 RFP #20-18 TERMS AND CONDITIONS limitation, either: (a) modify the item so that it becomes non -infringing; (b) procure for the City the right to continue to use the item; (c) substitute for the infringing item other item(s) having at least equivalent capability; or (d) refund to the City an amount equal to the price paid, Tess reasonable usage, from the time of installation acceptance through cessation of use, which amount will be calculated on a useful life not less than five (5) years, plus any additional costs the City may incur to acquire substitute supplies or services. S.37 CONTRACT ADMINISTRATION. The contract will be administered by the Purchasing Department and/or an authorized representative from the using department. All questions regarding the contract will be referred to the Purchasing Department for resolution. Supplements may be written to the contract for the addition or deletion of services. S.38 FORCE MAJEURE. Failure by either party to perform its duties and obligations will be excused by unforeseeable circumstances beyond its reasonable control, including acts of nature, acts of the public enemy, riots, fire, explosion, legislation, and governmental regulation. The party whose performance is so affected will within five (5) calendar days of the unforeseeable circumstance notify the other party of all pertinent facts and identify the force majeure event. The party whose performance is so affected must also take all reasonable steps, promptly and diligently, to prevent such causes if it is feasible to do so, or to minimize or eliminate the effect thereof. The delivery or performance date will be extended for a period equal to the time lost by reason of delay, plus such additional time as may be reasonably necessary to overcome the effect of the delay, provided however, under no circumstances will delays caused by a force majeure extend beyond one hundred -twenty (120) calendar days from the scheduled delivery or completion date of a task unless agreed upon by the parties. S.39 COOPERATIVE USE OF CONTRACT. The City has entered into various cooperative purchasing agreements with other Florida government agencies, including the Tampa Bay Area Purchasing Cooperative. Under a Cooperative Purchasing Agreement, any contract may be extended for use by other municipalities, school districts and government agencies with the approval of Contractor. Any such usage by other entities must be in accordance with the statutes, codes, ordinances, charter and/or procurement rules and regulations of the respective government agency. Orders placed by other agencies and payment thereof will be the sole responsibility of that agency. The City is not responsible for any disputes arising out of transactions made by others. S.40 FUEL CHARGES AND PRICE INCREASES. No fuel surcharges will be accepted. No price increases will be accepted without proper request by Contractor and response by the City's Purchasing Division. S.41 NOTICES. All notices to be given pursuant to this Agreement must be delivered to the parties at their respective addresses. Notices may be (i) personally delivered; (ii) sent via certified or registered mail, postage prepaid; (iii) sent via overnight courier; or (iv) sent via facsimile. If provided by personal delivery, receipt will be deemed effective upon delivery. If sent via certified or registered mail, receipt will be deemed effective three (3) calendar days after being deposited in the United States mail. If sent via overnight courier or facsimile, receipt will be deemed effective two (2) calendar days after the sending thereof. S.42 GOVERNING LAW, VENUE. This Agreement is governed by the laws of the State of Florida. The exclusive venue selected for any proceeding or suit in law or equity arising from or incident to this Agreement will be Pinellas County, Florida. S.43 INTEGRATION CLAUSE. This Agreement, including all attachments and exhibits hereto, supersede all prior oral or written agreements, if any, between the parties and constitutes the entire agreement between the parties with respect to the work to be performed. S.44 PROVISIONS REQUIRED BY LAW. Any provision required by law to be in this Agreement is a part of this Agreement as if fully stated in it. S.45 SEVERABILITY. If any provision of this Agreement is declared void or unenforceable, such provision will be severed from this Agreement, which will otherwise remain in full force and effect. The parties will negotiate diligently in good faith for such amendment(s) of this Agreement as may Records Management Software 15 RFP #20-18 TERMS AND CONDITIONS be necessary to achieve the original intent of this Agreement, notwithstanding such invalidity or unenforceability. S.46 SURVIVING PROVISIONS. Notwithstanding any completion, termination, or other expiration of this Agreement, all provisions which, by the terms of reasonable interpretation thereof, set forth rights and obligations that extend beyond completion, termination, or other expiration of this Agreement, will survive and remain in full force and effect. Except as specifically provided in this Agreement, completion, termination, or other expiration of this Agreement will not release any party from any liability or obligation arising prior to the date of termination. Records Management Software 16 RFP #20-18 DETAILED SPECIFICATIONS 1. INTRODUCTION. The City of Clearwater (City) is located on the West Coast of Florida in the Tampa Bay region. It is the third largest city in the region with an estimated population of 110,000 residents. The City of Clearwater is also a major tourist destination — Clearwater Beach has been rated #1 U.S. Beach by TripAdvisor, "Florida's Best Beach Town 2013" by USA Today, and was on the "Top Ten List of Best Beaches from Maine to Hawaii". The City of Clearwater is home to the Philadelphia Phillies Spring Training and Clearwater Threshers Minor League Baseball, as well as hosting several sports tournaments through the year that attract visitors from across the country. Clearwater is home for Winter the Dolphin and the Clearwater Marine Aquarium. Winter's story made it all the way to Hollywood in the motion pictures" Dolphin Tale" and "Dolphin Tale 2", both filmed here in Clearwater. 2. PROJECT GOAL. The objective of this Request for Proposals is to replace the City's existing physical document management system —Advantage. The City is not seeking a digital document management solution. 3. BACKGROUND. The City of Clearwater's (City) Official Records and Legislative Services Department (ORLS) is seeking the services of a qualified and experienced vendor to provide Records Management Software for the tracking and management of 3,000 records boxes — an estimated 30,000 document records — currently tracked by box reference and shelf location. The City's archived records facility contains approximately 3,000 boxes within a 1,500 square foot area. The current legacy software — Advantage — is based on a FoxPro database, and is used to track, manage, schedule destruction, and handle archival of physical documents and other physical printed media that require retention pursuant to State of Florida Records Law. Archived records originate from all aspects of City business, encompassing all departments. 4. SCOPE OF WORK. The selected vendor will have extensive experience with records management, and a software product that meets the requirements provided herein. The City seeks to replace the current on -premise software with a hosted/Cloud/SaaS (software as a service) solution. The following supplemental services will be required: > Licensing/subscription for the hosted software > Implementation of the software > Migration of the legacy (Advantage) software database to the new software > Training, to include: Record Requestor, End User, and Administrative Support > On-going software support and maintenance 5. MINIMUM QUALIFICATIONS. Vendors responding to this RFP will explain their experience and software solution in Exhibit A, Requirements — Records Management Software. Elements of Exhibit A include: vendor information, references, cost, software functionality, and project timeline. 6. INSURANCE REQUIREMENTS. The Vendor shall, at its own cost and expense, acquire and maintain (and cause any subcontractors, representatives or agents to acquire and maintain) during the term with the City, sufficient insurance to adequately protect the respective interest of the parties. Coverage shall be obtained with a carrier having an AM Best Rating of A -VII or better. In addition, the City has the right to review the Contractor's deductible or self-insured retention and to require that it be reduced or eliminated. Specifically, the Vendor must carry the following minimum types and amounts of insurance on an occurrence basis or in the case of coverage that cannot be obtained on an occurrence basis, then coverage can be obtained on a claims -made basis with a minimum three (3) year tail following the termination or expiration of this Agreement: Records Management Software 17 RFP #20-18 DETAILED SPECIFICATIONS a. Commercial General Liability Insurance coverage, including but not limited to, premises operations, products/completed operations, products liability, contractual liability, advertising injury, personal injury, death, and property damage in the minimum amount of $1,000,000 (one million dollars) per occurrence and $2,000,000 (two million dollars) general aggregate. b. Commercial Automobile Liability Insurance coverage for any owned, non -owned, hired or borrowed automobile is required in the minimum amount of $1,000,000 (one million dollars) combined single limit. c. Professional Liability/Malpractice/Errors or Omissions Insurance coverage appropriate for the type of business engaged in by the Respondent with minimum limits of $2,000,000 (two million dollars) per occurrence. If claims made form of coverage is provided, the retroactive date of coverage shall be no later than the inception date of claims made coverage, unless the prior policy was extended indefinitely to cover prior acts. Coverage shall be extended beyond the policy year either by a supplemental extended reporting period (SERP) of as great a duration as available, and with no less coverage and with reinstated aggregate limits, or by requiring that any new policy provide a retroactive date no later than the inception date of claims made coverage. d. Unless waived by the State of Florida and proof of waiver is provided to the City, statutory Workers' Compensation Insurance coverage in accordance with the laws of the State of Florida, and Employer's Liability Insurance in the minimum amount of $500,000 (five hundred thousand dollars) each employee each accident, $500,000 (five hundred thousand dollars) each employee by disease, and $500,000 (five hundred thousand dollars) disease policy limit. Coverage should include Voluntary Compensation, Jones Act, and U.S. Longshoremen's and Harbor Worker's Act coverage where applicable. Coverage must be applicable to employees, contractors, subcontractors, and volunteers, if any. e. Cyber Liability coverage in an adequate amount to meet or exceed the requirements, including notification and monitoring, under Florida Statute 501.171. The above insurance limits may be achieved by a combination of primary and umbrella/excess liability policies. Other Insurance Provisions. a. Prior to the execution of this Agreement, and then annually upon the anniversary date(s) of the insurance policy's renewal date(s) for as long as this Agreement remains in effect, the Vendor will furnish the City with a Certificate of Insurance(s) (using appropriate ACORD certificate, SIGNED by the Issuer, and with applicable endorsements) evidencing all of the coverage set forth above and naming the City as an "Additional Insured" on the Commercial General Liability Insurance and the Commercial Automobile Liability Insurance. In addition when requested in writing from the City, Vendor will provide the City with certified copies of all applicable policies. The address where such certificates and certified policies shall be sent or delivered is as follows: City of Clearwater Attn: Purchasing Department, RFP #20-18 P.O. Box 4748 Clearwater, FL 33758-4748 b. Vendor shall provide thirty (30) days written notice of any cancellation, non -renewal, termination, material change or reduction in coverage. Records Management Software 18 RFP #20-18 DETAILED SPECIFICATIONS c. Vendor's insurance as outlined above shall be primary and non-contributory coverage for Vendor's negligence. d. Vendor reserves the right to appoint legal counsel to provide for the Vendor's defense, for any and all claims that may arise related to Agreement, work performed under this Agreement, or to Vendor's design, equipment, or service. Vendor agrees that the City shall not be liable to reimburse Vendor for any legal fees or costs as a result of Vendor providing its defense as contemplated herein. The stipulated limits of coverage above shall not be construed as a limitation of any potential liability to the City, and City's failure to request evidence of this insurance shall not be construed as a waiver of Vendor's (or any contractors', subcontractors', representatives' or agents') obligation to provide the insurance coverage specified. Records Management Software 19 RFP #20-18 MILESTONES 1. ANTICIPATED BEGINNING AND END DATE OF INITIAL TERM. August through November 2018. If the commencement of performance is delayed because the City does not execute the contract on the start date, the City may adjust the start date, end date and milestones to reflect the delayed execution. 2. EXTENSION. The City reserves the right to extend the term of this contract, provided however, that the City shall give written notice of its intentions to extend this contract no later than thirty (30) days prior to the expiration date of the contract. Records Management Software 20 RFP #20-18 RESPONSE ELEMENTS 1. PROPOSAL SUBMISSION - Submit one (1) signed original proposal, three (3) copies of the proposal, and one (1) electronic format copy on a disc or thumb drive, in a sealed container/envelope. 2. PROPOSAL FORMAT (the following should be included and referenced with index tabs) Table of Contents: Identify contents by tab and page number TAB 1 — Letter of Transmittal. A brief letter of transmittal should be submitted that includes the following information: 1. The proposer's understanding of the work to be performed. 2. A positive commitment to perform the service within the time period specified. 3. The names of key persons, representatives, project managers who will be the main contacts for the City regarding this project. TAB 2 — Demonstrated Experience of the Vendor. A statement of qualifications, abilities, experience and expertise in providing the requested services. The following information should be included: a. A description of what qualifies your company, financial and otherwise, to provide the City with these services, provide appropriate staffing, provide necessary resources and show a history of demonstrated competence. b. An assessment of the proposer's abilities to meet and satisfy the needs of the City, taking into consideration the requested services, additional services and/or expertise offered that exceed the requirements, or the vendor's inability to meet some of the requirements of the specifications. c. Identification of senior and technical staff to be assigned to the City. Staff named in the proposal may not be substituted without permission of the City. Resumes, including relevant experience may be included. d. References - A minimum of three (3) references, preferably from other public entities, for whom you have provided similar services. Include the name of entity, contact person's names, phone numbers, e-mail addresses, mailing addresses, type of service provided, dates these services were provided. TAB 3 — Proposed Product — Records Management Software. Complete Exhibit A, clearly defining the program and features. Include narrative speaking to the following elements: 1. Project Plan/Approach 2. Ability to Respond/Scheduling to the City's needs 3. Reporting (provide examples of forms and/or reports as applicable) 4. A listing of any and all additional charges not specifically identified in Exhibit A. TAB 4 — Other Forms. The following forms should be completed and signed: 1. Exceptions/Additional Materials/Addenda form 2. Vendor Information form 3. Offer and Acceptance form 4. W-9 Form. Include a current W-9 form (http://www.irs.qov/pub/irs-pdf/fw9.pdf) Records Management Software 21 RFP #20-18 EXCEPTIONS / ADDITIONAL MATERIAL / ADDENDA Proposers shall indicate any and all exceptions taken to the provisions or specifications in this solicitation document. Exceptions that surface elsewhere and that do not also appear under this section shall be considered invalid and void and of no contractual significance. Exceptions (mark one): **Special Note — Any material exceptions taken to the City's Terms and Conditions may render a Proposal non-responsive. No exceptions Exceptions taken (describe --attach additional pages if needed) Additional Materials submitted (mark one): No additional materials have been included with this proposal Additional Materials attached (describe --attach additional pages if needed) Acknowledgement of addenda issued for this solicitation: Prior to submitting a response to this solicitation, it is the vendor's responsibility to confirm if any addenda have been issued. Addenda Number Initial to acknowledge receipt Vendor Name Date: Records Management Software 22 RFP #20-18 VENDOR INFORMATION Company Legal/Corporate Name: Doing Business As (if different than above): Address: City: State: Zip: Phone: Fax: E -Mail Address: Website: DUNS # Remit to Address (if different than above): Order from Address (if different from above): Address: Address: City: State: Zip: City: State: Zip: Contact for Questions about this proposal: Name: Fax: Phone: E -Mail Address: Day -to -Day Project Contact (if awarded): Name: Phone: Certified Small Business Fax: E -Mail Address: Certifying Agency: Certified Minority, Woman or Disadvantaged Business Enterprise Certifying Agency: Records Management Software 23 RFP #20-18 VENDOR CERTIFICATION OF OFFER By signing and submitting this Proposal, the Vendor certifies that: a) It is under no legal prohibition to contract with the City of Clearwater. b) It has read, understands, and is in compliance with the specifications, terms and conditions stated herein, as well as its attachments, and any referenced documents. c) It has no known, undisclosed conflicts of interest. d) The prices offered were independently developed without consultation or collusion with any of the other respondents or potential respondents or any other anti-competitive practices. e) No offer of gifts, payments or other consideration were made to any City employee, officer, elected official, or consultant who has or may have had a role in the procurement process for the services and or goods/materials covered by this contract. f) It understands the City of Clearwater may copy all parts of this response, including without limitation any documents and/or materials copyrighted by the respondent, for internal use in evaluating respondent's offer, or in response to a public records request under Florida's public records law (F.S. 119) or other applicable law, subpoena, or other judicial process. g) Respondent hereby warrants to the City that the respondent and each of its subcontractors ("Subcontractors") will comply with, and are contractually obligated to comply with, all Federal Immigration laws and regulations that relate to their employees. h) Respondent certifies that they are not in violation of section 6(j) of the Federal Export Administration Act and not debarred by any Federal or public agency. i) It will provide the materials or services specified in compliance with all Federal, State, and Local Statutes and Rules if awarded by the City. j) It is current in all obligations due to the City. k) It will accept such terms and conditions in a resulting contract if awarded by the City. I) The signatory is an officer or duly authorized agent of the respondent with full power and authority to submit binding offers for the goods or services as specified herein. ACCEPTED AND AGREED TO: Company Name: Signature: Printed Name: Title: Date: Records Management Software 24 RFP #20-18 MAILING LABEL CUT ALONG THE LINE AND AFFIX TO THE FRONT OF YOUR BID CONTAINER For US Mail SEALED PROPOSAL Submitted by: Company Name: Address: City, State, Zip: RFP #20-18, Records Management Software Due Date: April 10, 2018, at 10:00 A.M. City of Clearwater Attn: Purchasing PO Box 4748 Clearwater FL 33758-4748 For US Mail For Hand Deliveries, FEDEX, UPS or Other Courier Services SEALED PROPOSAL Submitted by: Company Name: Address: City, State, Zip: RFP #20-18, Records Management Software Due Date: April 10, 2018, at 10:00 A.M. City of Clearwater Attn: Purchasing 100 S Myrtle Ave 3rd Fl Clearwater FL 33756-5520 For Hand Deliveries, FEDEX, UPS or Other Courier Services Records Management Software 25 RFP #20-18 BRIGHT AN) BEAUTIFUL• BAY TO REACH Addendum # 1 RFP #20-18, Records Management Software April 5, 2018 NOTICE IS HEREBY GIVEN that the following addendum serves to provide clarification and to answer the questions received on RFP #20-18, Records Management Software. Question 1: If your [solution] will be installed on the cloud, please list and describe any Software Security Assessment forms or tests to be completed for your Information Security group? Answer to Question 1: The RFP intent is for proposers to advise the City in their RFP response as to any recommended steps related to security. Question 2: If your [solution] will be installed on the cloud, will you require an additional instance for testing, training, validation, etc.? Answer to Question 2: A test instance is preferred. Question 3: How many users will use the software within the city archives to fulfill records requests, transmit records, check in/out from the archives, manage retention schedules, perform destruction, and otherwise utilize all records administrator functions? Answer to Question 3: See RFP Exhibit A; Cost Summary #9. A minimum of 50 users are noted — 10 users would be responsible for administrator functions. Question 4: How many end-users will need access to the software to search, request records/boxes, create new files/boxes/labels or request the creation of new files/boxes/labels in the system, and/or review records for disposition? Answer to Question 4: See RFP Exhibit A; Cost Summary #9, and response to Question #3 above. Question 5: How many end-users will only need access to search, view, request, and/or review records for disposition? Answer to Question 5: See RFP Exhibit A; Cost Summary #9, and response to Question #3 above. Question 6: Do you need to migrate location/transaction history? How many fields of data are captured for boxes? How many fields of data are captured for folders/documents? Do you have a DBA on staff that can provide data in requested formats and can perform cleanup tasks? Page 1 of 2 BRIGHT AND BEAUTIFUL- BAY TO BEACH Answer to Question 6: See RFP for Scope of Work and Exhibit A for Software Functionality. The detailed information requested will be reviewed and coordinated with the selected vendor. Question 7: Please list your current devices that will need to be supported or replaced. Are you interested in getting a quote for additional barcode scanning hardware? Please list your requirements. Answer to Question 7: The City does not currently use barcode scanning. While barcode scanning functionality is a feature that may be available in proposed solutions (indicate in proposal), it is not a part of this RFP. Question 8: Do you have a need for Space Management tools that allow you to search for available spaces for filling in your file rooms, archives, or warehouse? Answer to Question 8: See Exhibit A, Software Functionality Question #17. Question 9: Integration with LaserFiche is listed in the Requirements document as an optional feature and is not listed in the Scope of Work. Is this integration and our response to this part of your evaluation criteria? Please describe what functionality you envision out of the integration with LaserFiche. Answer to Question 9: Currently there are no formal plans for integration, however we want to know what is and is not possible with any proposed solution. Indicate to what extent the software has been integrated with LaserFiche. End of Questions and Answers End of Addenda Page 2 of 2 CITY OF CLEARWATFIR FINANCE DEPARTMENT, Posy OFFICE Box 4748, CL ARwxrER, FLoluo:\ 33758-4748 :MUNICIPAL SERVICES BUILDING, 100 SCAM MYR'n.L AVENUE TELEPHONE (727) 562-4530 FAx (727) 562-4535 NOTICE OF INTENT TO AWARD Official Records and Legislative Services, Information Technology, and Purchasing recommend award of RFP #20-18, Records Management Software, to Simplicity Solutions Group, in accordance with the RFP requirements including demonstrated experience, software functionality, and proposed costs. This Award recommendation will be considered by the City Council at the September 4, 2018 Study Session (1:00 p.m.) and voted on at the September 6, 2018 Council Meeting (6:00 p.m.). These meetings are held at Clearwater City Hall Council Chambers, at 112 So. Osceola Ave., Clearwater, FL 33756. Inquiries regarding this Intent to Award can be directed to the City's Purchasing Manager at (727) 562-4633, or mailed to City of Clearwater, Attn: Purchasing, PO Box 4748, Clearwater, FL 33758-4748. Posted on this date by: ALjc e, &A .ge, Alyce Benge, CPPO, C.P.M. Purchasing Manager Doreen Caudell, Councilmember Dr. Bob Cundiff, Councilmember George N. Cretekos, Mayor David Allbritton, Councilmember Hoyt Hamilton, Councilmember "Equal Employment and Affirmative Action Employer"