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HomeMy WebLinkAboutCC Laserfiche Support Services 2018AGREEMENT FOR PROFESSIONAL. SERVICES FOR LASERFICHE SUPPORT SERVICES This Agreement is made and entered into this 1 st day of September. 2018, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"). and COMPU=TE PAPERLESS SOLUTIONS. LLC. (hereinafter "CONTRACTOR"). RECITALS WHEREAS, the CITY currently uses Laserfichc software for the enterprise content management system in the City Clerk's office and requires software licensing renewal and technical support services to continue using the product effectively; and WHEREAS, CONTRACTOR is a certified value-added reseller of Laserfiche software and has extensive experience providing integration, support, and other professional services for content management system environments; and WHEREAS, CONTRACTOR has proposed to provide CITY with Laserfichc support services and CITY wishes to engage CONTRACTOR to provide these services. AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION. A. CITY'S Project Manager. City Clerk Lindsay is hereby designated the PROJE=CT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. Q. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single PROJECT DIRE=CTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR_ Claude Scott is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONTRACTOR shall notily the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONTRACTOR. CONTRACTOR shall perform the duties and/or provide services as described in CONTRACTOR's Proposal, dated June 11. 2018 (attached as Exhibit A and incorporated herein. 1f--�-q451A 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4 and assist CONTRACTOR with system planninglimplementation as required. 4. COMPENSATION. For the frill performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR fees not to exceed $5,000 per year, for a total amount not to exceed $15,000 during the maximum term of this Agreement. Payment will be made according to the schedule provided in the Proposal (Exhibit A) upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT. The term of this Agreement shall be for up to 1 year commencing October 1, 2018, and ending September 30. 2019. Upon mutual agreement of the parties, and subject to the approval of the City Manager, the term of this Agreement may be extended for up to 2 additional years for a total period not to exceed a maximum of 3 years. 6. TERMINATION. A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thinly (30) days after termination. 7. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the CONTRACTOR in connection with the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement. 8. INSPECTION AND AUDIT. Upon reasonable notice. CONTRACTOR shall make available to CITY, or its agent, for inspection and audit. all documents and materials maintained by CONTRACTOR in connection with its performance of its duties under this Agreement. CONTRACTOR shall frilly cooperate with CITY or its agent in any such audit or inspection. 9. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 10. INSURANCE. A. Scope of Coverage. During the term of this Agreement, CONTRACTOR shall maintain, at no expense to CITY, the following insurance policies: 1. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per Occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage. 2. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence. 3. Reserved 4. If it employs any person, CONTRACTOR shall maintain worker's compensation insurance, as required by the State of California, with statutory limits, and employer's liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. CONTRACTOR's worker's compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY. B. Other insurance Requirements. The insurance coverage required of the CONTRACTOR in subparagraph A of this section above shall also meet tine following requirements: 1. Except for professional liability insurance or worker's compensation insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additionally named insureds (for both ongoing and completed operations) under the policies. 2. The additional insured coverage Linder CONTRACTOR'S insurance policies shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and 3 noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as ISO form CG20 01 04 13. 3. Fxcept for professional insurance, the insurance policies shall include, contractual liability and personal injury. liability insurance or worker's compensation in their text or by endorsement, coverage for 4. By execution of this Agreement, CONTRACTOR hereby grants to CITY a waiver of any right to subrogation which any insurer of CONTRACTOR may acquire against CITY by virtue of the payment of any loss under such insurance. CONTRACTOR agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not CITY has received a waiver of subrogation endorsement from the insurer. 5. I1' the insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years. 6. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date ofthis Agreement. 7. 'File limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured. 8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified mrnrmum Insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. FUrtherniore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. C. Deductibles and SIR'S. Any deductibles or self insured retentions in CONTRACTOR's insurance policies must be declared to and approved by the PROJECT MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any sell=insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party. At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and related investigations. claims administration, attorney's fees and defense expenses. D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT MANAGER or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from CONTRACTOR. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. 11. INDEIyINIFICATION. A. Except as otherwise provided in Paragraph B., CONTRACTOR shall, to the fullest extent permitted by law, indemnify. release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), fi•om and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of CONTRACTOR'S performance of its obligations or conduct of its operations under this Agreement. The CONTRACTOR's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City indemnitees, the CONTRACTOR's indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONTRAC'T'OR's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the event the City indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONTRACTOR'S performance of or operations under this Agreement, CONTRACTOR shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such claims. B. Where the services to be provided by CONTRACTOR under this Agreement are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, CONTRAC'T'OR shall, to the fullest extent permitted by law, indemnify, release, defend and hold harmless the City Indemnitees from and against any CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONTRACTOR in the performance of its duties and obligations under this Agreement or its failure to comply with any of its obligations contained in this Agreement, except such CLAIM which is caused by the sole negligence or willful misconduct of CITY. In no event shall the cost to defend charged to the design professional exceed the design professional's proportionate percentage of fault. C. Tile defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement. and shall survive the termination or completion of this Agreement for the full period of time allowed by law. 12. NONDISCRIMINATION. CONTRACTOR shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 13. COMPLIANCE WiTH ALL LAWS. CONTRACTOR shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations. 14. NO TI IIRD PARTY BENEFICIARIES. CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party. 15. NO'.fICES. All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: TO CITY's Project Manager: Lindsay Lara, City Clerk City of San Rafael 1400 Fifth Avenue San Rafael, CA 94901 TO CONTRACTOR's Project Director: Claude Scott Complete Paperless Solutions 4025 E. La Palma Avenue, Suite 204 Anaheim, CA 92807 lb. INDEPENDENT CONTRACTOR. For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 17. ENTIRE AGREEMENT -- AMENDMENTS. A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. "Chis written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONTRACTOR and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONTRACTOR and the CI'T'Y. E. if any conflicts arise between the terms and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. 18. SET-OFF AGAINST DEF3TS. CONTRACTOR agrees that CITY may deduct from any payment due to CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 19. WAIVERS. The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term. covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term.. condition, covenant of this Agreement or any applicable law, ordinance or regulation. 20. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's ices expended in connection with such action. 21. CITY BUSINESS LICENSE / OTHER TAXES. CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code CONTRACTOR shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this Agreement, until CONTRACTOR has provided CITY with a completed hnternal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 22. APPLICABLE: LAW. The laws of the State of California shall govern this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL IIMCII Tl, City an ger ATTEST: LINDSAY LARA, City Clerk APPR V1.D AS TO FORM: rt ROBER�1 . EP. TE N. City Attorney 8 CONTRACTOR ;y:— - Trate By: -- Name: Officer:_ -T -b and Title of Corporate Officer:_ Qqt161-1,4 LASERFICHE AVANTE SUPPORT SERVICES PROPOSAL ' SComplete Paperless Solutions 4025 E. La Palma Avenue, Suite 204 Anaheim, CA 92807 tel: 866-661-2425 fax: 714-716-8215 www.cps247.com er of Transmittal June 11, 2018 City of San Rafael City Clerk's Department 1400 Fifth Avenue San Rafael, CA 94901 Dear Lindsay, We are pleased to submit the attached proposal for the Laserfiche Avante support services. Complete Paperless Solutions (CPS) is a certified Value -Added Reseller (VAR) of the award-winning LaserficheT"" Enterprise Content Management solution as well as a respected systems integrator and consultancy. The CPS staff focuses its business on helping Municipalities like the City of San Rafael to meet the challenge of providing a great public service to your citizens while working in a high -demand, electronic records -intensive environment. Our support and professional services team has over eighty years combined experience with the proposed services and solution and is currently maintaining over one hundred and thirty similar systems in the United States. We would be pleased to discuss any aspect of this proposal and to provide additional information related to our proposed solution or ability to deliver. We have assembled one of the best teams for Laserfiche support and service. We believe you will experience the difference and come to know the value of Complete Paperless Solutions. We look forward to your positive review of this proposal and to answering any questions that may arise. Sincerely, Greg Heim Vice President Complete paperless Solutions Complete Paperless C5�))s Solutions I I -I- City of San Rafael Table ®f Contents Letterof Transmittal............................................................................................................................................... 1 1. Company Profile............................................................................................................................................. 3 a. Organization Chart................................................................................................................................................................4 b. Project Team............................................................................................................................................................................4 2. Support and Maintenance.............................................................................................................................. 7 a. Support Contact Information.................................................................................................................................................7 b. Basic Support Level...................................................................................................................................................................7 c. Priority Support Level..............................................................................................................................................................7 d. CPS VIP Support Level..............................................................................................................................................................8 3. Pricing Proposal.............................................................................................................................................. 9 a. Laserfiche LSAP Software Support................................................................................................................................9 C ,� I Complete Paperless Solutions - 2 - City of San Rafael 1. Company Profile Complete Paperless Solutions (CPS) is headquartered in Anaheim with offices in Paso Robles and Vista. CPS has been in business since 1996 and is an employee owned company and employs ten (10) staff members. CPS is currently assisting and supporting over one hundred and fifty clients on a nationally with the majority in California and the minority in Florida, Louisiana, Massachusetts, New York, Pennsylvania, Texas and Wisconsin. CPS has the highest ratio of support engineers per customer in California compared to all other Laserfiche resellers. CPS is also a proud sponsor of MISAC and CCAC. With over 80 years of combined experience in content management know-how, CPS is an award-winning, premier reseller of Enterprise Content Management Products (ECM). In fact, over the years we've become California's "go -to" ECM vendor of choice. CPS's portfolio of skills includes: full in-house support, business and systems analysis and development and customization resources. Our ability to integrate with existing applications and make content management "work how YOU work" is unparalleled. Additionally, both private and public -sector clients recognize that CPS is "THE" systems integrator when it comes to meeting both governance and compliance statutes. Whether implementing a paperless -invoicing process or enhancing client/case management, CPS has created and implemented systems for law enforcement, clerks' offices, county and local governments, courts, schools, legal services, property management, billing services, manufacturing and many, many more. A representative sampling of some of our customers would include the Cities of Bakersfield, Big Bear, Chowchilla, Claremont, Cerritos, Commerce, Covina, EI Centro, EI Monte, EI Segundo, Encinitas, Fontana, Fountain Valley, Gilroy, La Habra Heights, Irwindale, Lodi, Menifee, Montclair, Montebello, Murrieta, Petaluma, Pismo Beach, Porterville, Poway, Redondo Beach, Rosemead, San Bernardino, Santa Clarita, Seal Beach, Taft, Torrance, Westminster and Yucaipa just to name a few. The first Laserfiche installation by CPS was in 1997 for the San Luis Obispo Sheriff Department who is still using Laserfiche and has been with CPS for 21 years. Our customer centric business model promotes long term relationships stemming from excellent service, fair pricing and good old-fashioned knowhow. Our largest implementation is Spindletop of Beaumont Texas and part of the East Texas Behavioral Health Network (ETBHN). Spindletop has a Laserfiche RIO solution that includes 227 named users, 1,546 read only users and a Public Portal for unlimited users. We would also like to mention that 70% of our customer base was implemented by CPS while the other 30% was inherited from other Laserfiche Certified Resellers who did not meet the customers' expectations. I Complete Paperless C� ;5 Solutions - 3 - City of San Rafael C.T.O — Programmer — Laserfiche Support Eneineer Programmer Laserfiche Support Eneineer Chief Executive Officer V.P. Professional V.P. — Pre Sales Services Group — Laserfiche Support Programmer— Engineer Laserfiche Support Engineer Laserfiche Support Laserfiche Support Engineer Engineer Chief Financial Officer V.P. of Sales Office Manager The Anaheim office staff and software engineers will provide service and support for the City of San Rafael and will assist you in the support, design, implementation, and training of the Laserfiche application. We currently have six (6) software engineers and three (3) application developers. Communication between the City of San Rafael and CPS will be the essence of a successful implementation. Therefore, Claude Schott will be the executive coordinator and main contact. Claude has over twenty years of experience in document and record management industry and is currently the Vice President of Sales for CPS. Claude joined the team in 2004. Prior to joining CPS, Claude was the President and CEO of Allgeier Computer a Laserfiche Value Added Reseller (VAR). Claude holds a Master degree in Finance, International Marketing and Sales. SI Complete C ' Solutions - 4 - City of San Rafael CPS' Professional Services team lead by Joseph Mempin will assist the City of San Rafael. Joe Mempin: Manager of Professional Services Group (PSG) — Certified Laserfiche Professional Over fifteen (15) years of software programming and Laserfiche experience, including integrations and customizations of client software systems, legacy programs, and Laserfiche. Mr. Mempin has been managing the CPS team for the past ten (10) years. Previously he spent five (5) years developing application systems for Allgeier Computer (previous Laserfiche VAR). Notable Laserfiche experience: • Client/Server a Web Access • Laserfiche API/Toolkit • Import Agent • Quick Fields and Scripting • Workflow Scripting • WebLink/Public Portal 4 Scanning • EForms and Design 0 Laserfiche Mobile Notable Development Experience: • C# JavaScript • VB.NET VBScript • ASP.NET HTML 5 and CSS3 • ASP TSQL Other Notable Experience: • Microsoft Windows Server 2008, 2012 Accent • Microsoft Office Suite 2005, 2007, 2010, 2013 • Digital Recorder • Microsoft SQL Server 2005, 2008, 2012, 2014 • Digital Camera Interface • Microsoft Visual Studio 2005-2013 TeleForm • Checkmation Uploadit/File Uploader Arsene Hanssens: Chief Technical Officer—Certified Laserfiche Professional Arsene and his team are responsible for integration, customizations and software development. Arsene joined the CPS team in 2006 but has been working with CPS since 2001. Arsene has Electronic Content Management System (ECMS) programming experience since 1980. Arsene worked with the development of one of the very first document page scanners "Copiscan" which was then purchased by Bell & Howell in 1985. Arsene has also converted many other document management solutions into Laserfiche such as Questys. C[�� S I Complete Solutions - s - City of San Rafael Joseph Uyan: Support Engineer — Certified Laserfiche Professional Joseph has over thirteen (13) years of Laserfiche experience, is specialist in legacy Laserfiche conversion, and client relations. Mr. Uyan spent the first three (3) years of his experience as a Laserfiche employee in the support department and the last seven (7) years with CPS. Joseph's roles include customer service/technical support calls, large and small Laserfiche deployments, conducts specialized training courses, and project documentation. Notable Laserfiche Experience: • Client/Server e Web Access • Quick Fields 0 Import Agent • Audit Trail 0 Workflow and Design • Agenda Manager 0 Scanning • WebLink/Public Portal 0 eForms and Design • Mobile Other Notable Experience: • Microsoft Windows Server 2008, 2012 a Checkmation • Microsoft Office Suite 2005, 2007, 2010, 2013 • Digital Recorder • Microsoft SQL Server 2005, 2008, 2012, 2014 a Digital Camera Interface • Accent 0 ScanTuit • Cardiff TeleForm 0 Uploadlt/File Uploader • Complete OCR Terrence Srev: Support Engineer — Certified Laserfiche Professional Terrence has over ten (10) years of Laserfiche experience with the CPS team as a specialist in scanning processes, document intake, and is certified as a Laserfiche Professional. Mr. Srey handles customer service/technical support calls, large and small Laserfiche implementations, provides specialized training courses, quality assurance, and scanner maintenance. Notable Laserfiche Experience: • Client/Server 0 Web Access • Quick Fields 0 WebLink/Public Portal • Workflow and Design 0 Audit Trail • Scanning 0 Import Agent • Mobile 0 eForms and Design Other Notable Experience: 0r�� ( Complete Paperless 1 Solutions i s - City of San Rafael • Microsoft Windows Server 2008, 2012 • Microsoft Office Suite 2005, 2007, 2010, 2013 • Microsoft SQL Server 2005, 2008, 2012, 2014 • Checkmation • Complete OCR >TLdpport and Maintenanc • Uploadlt/File Uploader • Digital Recorder • Digital Camera Interface • ScanTuit The proposed solution includes the Laserfiche Software Assurance Plan (LSAP) for one year with options for annual renewal. Customers with current LSAP are provided unlimited telephone technical support and software updates. Technical support (under the LSAP agreement) includes unlimited email, telephone and remote access to address problems related to system configuration or performance. While guaranteed response times are dictated by the terms of the support agreement, most support calls are taken live and resolved within a single call. All support calls are logged in a case management system and assigned priority and severity levels that will be escalated (if necessary) to the development team and what lengths are necessary to address them such as providing hotfixes or point releases of the software. All customers with current LSAP are granted access to the Laserfiche Support Site where an abundance of knowledgebase documents can be used to support your internal IT team and Laserfiche users. Note: Ninety-five (95) percent of support issues taken by our team have "First Call" resolution and are usually resolved within one hour. • Support services are provided directly by CPS • Our toll-free support number: 866-661-2425 • Non -emergency support calls can be directed to (support(@cps247.com) or via our website (http://www.cps247.com/Support/SubmitTicket.aspx) • Monday to Friday during normal business hours from 8:OOAM to S:OOPM PST • Next business day guaranteed response time f (Complete Paperless Solutions - 7 - City of San Rafael • Monday to Friday during normal business hours from 7:OOAM to 6:OOPM PST. • 2 hours guaranteed response time • Free remote upgrades • Dedicated engineer To create the least amount of burden on the IT staff, and to optimize the benefits of your Laserfiche software we recommend our VIP support package. Our VIP program offers the followings: • Monday to Friday during normal business hours from 7:OOAM to 6:OOPM PST. • 2 hours guaranteed response time • Free onsite upgrades • A dedicated support engineer will serve s the primary contact for Laserfiche support through a direct telephone line. • Unlimited onsite training • Next day onsite support guaranteed if remote issue non -resolved • Unlimited onsite support • Preventive Maintenance: 2 on-site visits per year to ensure optimum system functionality • Preferred pricing on specific integration and development projects • Free enrollment to the Laserfiche Conference (unlimited access) • No travel cost C S I Complete Paperless Solutions a City of San Rafael 3. Pricing Proposal Description Laserfiche Avante SQL Express, incl. Workflow Laserfiche Named User, incl. Snapshot, Email and Forms Essentials Laserfiche Starter Public Portal Laserfiche Import Agent Quantity 1 4 1 1 Total Basic LSAP Support Priority LSAP (Optional) IIP Support (Optional) Public Price $300.00 $480.00 $3,000.00 $300.00 $4,080.00 Free 1St year Free 1St year Note: Pricing based on Laserfiche configuration communicated to CPS by the City of San Rafael. Pricing may change upon full review of the configuration by Laserfiche. C I Complete Paperless Solutions - 9 - City of San Rafael CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: City Clerks Office Project Manager: Lindsay Lara Extension: (415) 485-3065 Contractor Name: Complete Paperless Solutions (CPS) Contractor's Contact: Greg Heim Contact's Email: gheim@cps247.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor 6/28/2018 6/28/2018 b. Email contract (in Word) & attachments to City Atty c/o Laraine.Gittens@cityofsanrafael.org 2 City Attorney a. Review, revise, and comment on draft agreement 7/31/2018 and return to Project Manager 7/31/2018 © LMM b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor ®LMM 3 Project Manager Forward three (3) originals of final agreement to Click here to ❑ contractor for their signature enter a date. 4 Project Manager When necessary, * contractor -signed agreement ® N/A agendized for Council approval *PSA > $75,000; or Purchase > $75,000; or Or ❑ Public Works Contract > $175,000 Date of Council approval Click here toenter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 6 City Attorney Review and approve hard copy of signed agreement 7 City Attorney Review and approve insurance in PINS, and bonds 1 (for Public Works Contracts) 8 City Manager/ Mayor Agreement executed by Council authorized official / 4X�I-s9 City Clerk Attest signatures, retains original agreement and C Q forwards copies to Project Manager 15 p