CONTRACT 4383 Professional Services AgreementPROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
COMPLETE PAPERLESS SOLUTIONS, INC.
This AGREEMENT is entered into this 12TH day of December, 2012, by and between the
CITY OF EL SEGUNDO, a municipal corporation and general law city ( "CITY ") and
COMPLETE PAPERLESS SOLUTIONS, INC, a CORPORATION ( "CONSULTANT ").
1. CONSIDERATION,.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the
SCOPE OF SERVICES, below;
B. As additional consideration, CONSULTANT and CITY agree to abide by the
terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed FORTY -ONE THOUSAND, NINE HUNDRED NINETY -NINE dollars
($41,999) for CONSULTANT's services. CITY may modify this amount as set
forth below. Unless otherwise specified by written amendment to this
Agreement, CITY will pay this sum as specified in the attached Exhibit `B,"
which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibits "A & B,"
which is incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space and facilities, and all
tests, testing and analyses, calculation, and all other means whatsoever, except as
herein otherwise expressly specified to be furnished by CITY, necessary or proper
to perform and complete the work and provide the professional services required
of CONSULTANT by this Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at the time
of performance utilized by persons engaged in providing similar services. CITY will
continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any
deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any
shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne
by CONSULTANT.
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4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit "A ")
the tasks performed, the percentage of the task completed during the billing period, the
cumulative percentage completed for each task, the total cost of that work during the preceding
billing month and a cumulative cash flow curve showing projected and actual expenditures
versus time to date.
5. NON - APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for
current services are within the current budget and within an available, unexhausted and
unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient
funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement
will cover only those costs incurred up to the conclusion of the current fiscal year.
6. ADDITIONAL WORK.
A. CITY's city manager ( "Manager ") may determine, at the Manager's sole
discretion, that CONSULTANT must perform additional work ( "Additional
Work ") to complete the Scope of Work. If Additional Work is needed, the
Manager will give written authorization to CONSULTANT to perform such
Additional Work.
B. If CONSULTANT believes Additional Work is needed to complete the Scope of
Work, CONSULTANT will provide the Manager with written notification that
contains a specific description of the proposed Additional Work, reasons for such
Additional Work, and a detailed proposal regarding cost.
C. Payments over $4,200 for Additional Work must be approved by CITY's city
council. All Additional Work will be subject to all other terms and provisions of
this Agreement.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
i, Carefully investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully acquainted
with the conditions there existing, before commencing the services hereunder.
Should CONSULTANT discover any latent or unknown conditions that may
materially affect the performance of the services, CONSULTANT will
immediately inform CITY of such fact and will not proceed except at
CONSULTANT's own risk until written instructions are received from CITY.
8. TERM. The term of this Agreement will be for one (1) year. This Agreement will
automatically renew, on an annual basis, on its anniversary date unless otherwise terminated.
Unless otherwise determined by written amendment between the parties, this Agreement will
terminate in the following instances:
A. Completion of the work specified in Exhibit "A ";
B. Termination as stated in Section 15,
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
i. CONSULTANT furnishes proof of insurance as required under Section 23
of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such professional services are at CONSULTANT's
own risk.
10. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main
body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes
any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order
in which the Exhibits appear below:
A. Exhibit A: Scope of Work;
B. Exhibit B: Cost Proposal
11. CHANGES. CITY may order changes in the services within the general scope of this
Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the
contract time will be adjusted accordingly. All such changes must be authorized in writing,
executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in
the services will be determined in accordance with written agreement between the parties.
12. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
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13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and certificates that
may be required in connection with the performance of services under this Agreement.
14. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights
CITY may have under this Agreement or of any cause of action arising from CONSULTANT's
performance. A waiver by CITY of any breach of any term, covenant, or condition contained in
this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant, or condition contained in this Agreement, whether of the same or different
character.
15. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time
with or without cause.
B. CONSULTANT may terminate this Agreement at any time upon thirty (30 days
written notice.
C. Upon receiving a termination notice, CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the termination
notice. Except as otherwise provided in the termination notice, any additional
work performed by CONSULTANT after receiving a termination notice will be
performed at CONSULTANT" own cost; CITY will not be obligated to
compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data, studies,
surveys, drawings, maps, reports and other materials prepared by CONSULTANT
will, at CITY's option, become CITY's property, and CONSULTANT will
receive just and equitable compensation for any work satisfactorily completed up
to the effective date of notice of termination, not to exceed the total costs under
Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section.
16. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's
property. CONSULTANT may retain copies of said documents and materials as desired, but
will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of
CONSULTANT's completed work product, for purposes other than identified in this Agreement,
or use of incomplete work product, is at CITY's own risk.
17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art work,
prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or
public CITY without CITY's prior written approval. All press releases, including graphic
display information to be published in newspapers or magazines, will be approved and
distributed solely by CITY, unless otherwise provided by written agreement between the parties.
18. INDEMNIFICATION.
A. CONSULTANT agrees to the following:
i. Indemnification for Professional Services. CONSULTANT will save
harmless and indemnify and at CITY's request reimburse defense
costs for CITY and all its officers, volunteers, employees and
representatives from and against any and all suits, actions, or claims,
of any character whatever, brought for, or on account of, any injuries
or damages sustained by any person or property resulting or arising
from any negligent or wrongful act, error or omission by
CONSULTANT or any of CONSULTANT's officers, agents,
employees, or representatives, in the performance of this Agreement,
except for such loss or damage arising from CITY's sole negligence or
willful misconduct.
ii. Indemnification for other Damages. CONSULTANT indemnifies and
holds CITY harmless from and against any claim, action, damages,
costs (including, without limitation, attorney's fees), injuries, or
liability, arising out of this Agreement, or its performance, except for
such loss or damage arising from CITY's sole negligence or willful
misconduct. Should CITY be named in any suit, or should any claim
be brought against it by suit or otherwise, whether the same be
groundless or not, arising out of this Agreement, or its performance,
CONSULTANT will defend CITY (at CITY's request and with
counsel satisfactory to CITY) and will indemnify CITY for any
judgment rendered against it or any sums paid out in settlement or
otherwise.
iii. Intellectual Property Infringement. Notwithstanding any provision to
the contrary, CONSULTANT will, at its own expense, indemnify and
defend CITY against any claim that CONSULTANT's services or
work product furnished under this Agreement infringes a patent or
copyright in the United States or Puerto Rico. In such event,
CONSULTANT will pay all costs damages and attorney's fees that a
court finally awards as a result of such claim. To qualify for such
defense and payment, CITY must (a) give CONSULTANT prompt
written notice of any such claim; and (b) allow CONSULTANT to
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control, and fully cooperate with CONSULTANT in the defense and
all related settlement negotiations. CITY agrees that if the use of
CONSULTANT's services or work product becomes, or
CONSULTANT believes is likely to become, the subject of such an
intellectual property claim, CITY will permit CONSULTANT, at its
option and expense, either to secure the right for CITY to continue
using CONSULTANT's services and work product or to replace it
with comparable services and work product.
B. For purposes of this section "CITY" includes CITY's elected and appointed
officials, officers, employees, and volunteers.
C. It is expressly understood and agreed that the foregoing provisions will survive
termination of this Agreement.
D, The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 22, and any approval of
said insurance by CITY, are not intended to and will not in any manner limit or
qualify the liabilities and obligations otherwise assumed by CONSULTANT
pursuant to this Agreement, including, without limitation, to the provisions
concerning indemnification.
19. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's
written approval are prohibited and will be null and void.
20. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work and the
manner in which is it performed. CONSULTANT will be free to contract for similar service to
be performed for other employers while under contract with CITY. CONSULTANT is not an
agent or employee of CITY and is not entitled to participate in any pension plan, insurance,
bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that
may appear to give CITY the right to direct CONSULTANT as to the details of doing the work
or to exercise a measure of control over the work means that CONSULTANT will follow the
direction of the CITY as to end results of the work only.
21. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free access at
all reasonable times to such records, and the right to examine and audit the same and to make
transcript therefrom, and to inspect all program data, documents, proceedings and activities.
CONSULTANT will retain such financial and program service records for at least three (3) years
after termination or final payment under this Agreement.
22. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
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Agreement is effective, CONSULTANT will procure and maintain the following
types of insurance with coverage limits complying, at a minimum, with the limits
set forth below:
Type of Insurance Limits
Commercial general liability: $1,000,000
Professional Liability $1,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
ISO -CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth
above will be a combined single limit per occurrence for bodily injury, personal
injury, and property damage for the policy coverage. Liability policies will be
endorsed to name CITY, its officials, and employees as "additional insureds"
under said insurance coverage and to state that such insurance will be deemed
"primary" such that any other insurance that may be carried by CITY will be
excess thereto. Such insurance will be on an "occurrence," not a "claims made,"
basis and will not be cancelable or subject to reduction except upon thirty (3 0)
days prior written notice to CITY.
C. Professional liability coverage will be on an "occurrence basis" if such coverage
is available, or on a "claims made" basis if not available. When coverage is
provided on a "claims made basis," CONSULTANT will continue to renew the
insurance for a period of three (3) years after this Agreement expires or is
terminated. Such insurance will have the same coverage and limits as the policy
that was in effect during the term of this Agreement, and will cover
CONSULTANT for all claims made by CITY arising out of any errors or
omissions of CONSULTANT, or its officers, employees or agents during the time
this Agreement was in effect.
D, Automobile coverage will be written on ISO Business Auto Coverage Form CA
00 0106 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement and such
other evidence of insurance or copies of policies as may be reasonably required
by CITY from time to time. Insurance must be placed with insurers with a current
A.M. Best Company Rating equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, CITY may obtain such coverage at
CONSULTANT's expense and deduct the cost of such insurance from payments
due to CONSULTANT under this Agreement or terminate pursuant to Section 15,
23. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such approval
must approve of the proposed consultant and the terms of compensation. The consultants listed
in Exhibit `B" are hereby approved.
24. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative description of
progress during the past month for each major task, a description of the work remaining and a
description of the work to be done before the next schedule update.
25. NOTICES. All communications to either party by the other party will be deemed made
when received by such party at its respective name and address as follows:
If to CONSULTANT:
Complete Paperless Solutions, Inc.
4025 E. La Palma Ave. Ste. 201
Anaheim, CA 92807
Attention: Gregory S. Heim,
Executive Vice President
If to CITY:
City of El Segundo
350 Main Street
El Segundo, CA
Attention: Larry Klingaman, Information
Systems Manager
Any such written communications by mail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States Mail, postage prepaid and properly
addressed as noted above. In all other instances, notices will be deemed given at the time of
actual delivery. Changes may be made in the names or addresses of persons to whom notices are
to be given by giving notice in the manner prescribed in this paragraph.
26. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
27. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee, to solicit or
secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed
to pay any company or person, other than CONSULTANT's bona fide employee, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
28. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any
other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or
CITY's obligations under this Agreement.
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29. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles County.
30. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
31. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There are two (2) Attachments to this Agreement. This
Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent
successors and assigns.
32. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review
this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a
whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against
either Party.
33. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this Agreement will continue in full force and effect.
34. AUTHORITY /MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written amendment.
CITY's executive manager, or designee, may execute any such amendment on behalf of CITY.
35. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the
same effect as an original signature.
36. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
37. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
38. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, acts of terrorism, war, embargo, government action, civil or military authority, the
natural elements, or other similar causes beyond the Parties' reasonable control, then the
Agreement will immediately terminate without obligation of either party to the other.
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39, s,rATEMENT OF' EXPERIENCE By executing this Agreement, CONSULTANT
represents that it has denionstrated trustworthiness and possesses the quality, fitness and capacity
to perform, the Agreement in a manner satisfactory to CITY, CONSULTANT represents that its
financial resources, surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a dernonstrated capacity to deal fairly and effectively with and to
satisfy a public CITY.
[Signatures on next page]
4383
ix WITNESS WImREOF the parties hereto have executed this contract the day and year
first hereinabov'e writtcn.
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Greg , rpenter
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re ory S. Heir
Executive Vice Pre idm t
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EXHIBIT A - SCOPE OF WORK/PROPOSAL 4 6'
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cps I Complete F3apevless
Solutions
Executive Summa
Complete Paperless Solutions
We are pleased to provide you supporting documentation calling for implementation of
the Laserfiche Document Management Solution with design, installation, training and
support provided by Complete Paperless Solutions.
We are confident that the Laserfiche software and Complete Paperless Solutions will
meet and exceed your requirements in the following areas:
Easy to use and Train
Multiple Image Capture Formats
Use of City defined metadata
OCR technology
Full Text Searching
Use of present technology such as multi-
function devices
Outlook Email & Windows integration
High Access security
Robust Audit Reporting
Internet publishing for Public Records
ASP.Net Web Based Thin Client with
mobile app.
Complete Paperless Solutions is an Anaheim based Document Management Solutions
provider and has represented the Laserfiche products suite since 1996. We have over
200 clients in California. We are a member of the Laserfiche "Winners Circle ", and are
consistently in the top 5% of Laserfiche resellers (VAR's) world wide.
The Laserfiche System is in use by over 250 municipalities in California alone and has
over 25,000 installations worldwide. The solution is known for is ease of use, scalability,
modularity and open architecture allowing for integration with most commercial
business applications. The software works in a client - server and thin - client environment
utilizing a named user licensing structure.
Complete Paperless has a staff of support engineers and system developers with over
40 years of Laserfiche experience in system design, application support and creating
tailored solutions for our clients.
As a solutions provider, Complete Paperless sells directly to our clients and supports our
clients in all aspects of the solution from System design and installation, to user training
and follow on support.
In addition to offering the Laserfiche Solutions suite, Complete Paperless is also a
Reseller of the Cardiff document capture and a -forms suite of products; Checkmation,
our own products suite for Remote Deposit Capture, Utility payment processing
solutions (all fully integrated with the Laserfiche solutions suite) and Complete
EXHIBIT A - SCOPE OF WORK/PROPOSAL
Paperless suite of utility programs are designed to enhance the performance of the
Laserfiche application.
The solution calls for the conversion from Questy and scanning of paper based
information into the Laserfiche Solution; Indexing that scanned information based on
the requirements of the using department; creating a text file of all scanned images for
ultimate key word searching and storing all images and indices in a central repository.
One of the value added features of the Laserfiche Solution is its quick time to value.
Installation time is measured in days, not months. In addition to selling solutions in
support of new clients, Complete Paperless Solutions has also responded to the needs
of other Laserfiche customers by providing support and solutions where performance
expectations had fallen below customer expectations.
Complete Paperless Solutions, Inc.
City of El Segundo
EXHIBIT A - SCOPE OF WORK/PROPOSAL
Summary of Professional Services
Not only is Complete Paperless Solutions a Value Added Reseller of Laserfiche
Document Management Systems but we are a "one stop shop" for all your document
management needs.
Our highly trained and experienced staff can provide the City of El Segundo with the
following professional services:
• Standard scanning and indexing
• Large format scanning capture
• Microfilm and microfiche conversion
• System integration
• Custom Applications
• Data Conversion
• Scanner Maintenance & Service
• Document Destruction
• Advanced System Design
• Advanced System Support
Our expertise lies in assisting clients to "evolve to a new way of managing your
documents "We realize that one size does not fit all, and that an "out of the box"
solution does not necessarily meet the needs of most clients. The majority of our
solutions are tailored to the unique requirements of our clients to provide the maximum
performance possible.
Our team at Complete Paperless Solutions has the experience, expertise and dedication
you can rely on!
Having the right reseller to support and service your new system is key to a successful
venture into the paperless world. Without the right resources behind you only have an
expensive software package not a complete solution.
Complete Paperless Solutions, Inc.
City of El Segundo
-2.
EXHIBIT A - SCOPE OF WORK/PROPOSAL
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Product Outline
The Proposed solution will be based on the Laserfiche Document Management suite of
products complimented by the Complete Paperless suite of Utility products for enhanced
performance and productivity of the overall solution.
The Laserfiche® Document Suite of Products is being proposed for the City's document
capture, indexing, storage and retrieval of vital records. This solution provides for a
secure central repository of all the City of El Segundo records and is tailored to the
unique needs of each individual department. Access to the files is available via the
internet or a traditional client server environment. This solution provides for the
immediate access to virtually any piece of information at any time saving the City
countless hours currently spent in filing, sorting and searching for files. Complete
Paperless integration product called Affinity will tie in the Tiburon RMS and Eden
accounting systems which is an integral part of our solution and is used for data
importing, service based capture and other important automated tasks desired by the
City.
The overall solution is offered in both a client - server and thin - client (Laserfiche Web
Portal) environment permitting the City of maximize the utilization while minimizing
client side software installation. With WebLink, the City may allow the public to access
selective folders and search and retrieve documents via index, full -text search and /or
folder searches.
This web solution uses a concurrent license structure permitting the City to grow and
add users as the needs dictate. Licenses are available in units of one and may be
acquired as "'Read-only".
The Laserfiche solution is very scalable and modular providing the City the ability to
expand and add functionality as requirements dictate. In addition, access security is
provided to the department /folder and /or document level and is determined and
administered by the systems administrator.
As a part of the overall solution, Complete Paperless is recommending the Laserfiche
Audit Trail module which enables precise tracking of user activity in the LaserPiche
repository.
Features included are:
• Document retrieval
• Records who accessed which document
• Document modification
• Records who modified which documents
Complete Paperless Solutions, Inc.
City of El Segundo
-3-
EXHIBIT A - SCOPE OF WORK/PROPOSAL
• Report Wizard
• Guides you through creating auditing reports
• Saved Reports
• Saves frequently viewed reports
• Access failure
• Tracks failed attempts to access or change content
• Trustee granularity
• Allows custom auditing per trustee
• Security changes
• Tracks changes of rights to documents for users
• Query
• Tracks search events
• Reasons
• Allows supplemental reasons for exporting, printing, email
• Watermarks
• Supports tracking of printed documents via watermark
The proposed Complete Paperless Solution is focused on the following
components:
• Data Conversion from Questy to Laserfiche
• Image & Data Capture
• Document Indexing
• Document Storage & Archiving
• Document Retrieval
• System Training
• ON going systems support
• Departmental workflow to include existing workflows for planning, building,
safety and business license
Image & Data Capture
Images are captured in the Laserfiche system by a variety of methods and devices
including:
• Paper document scanners
• File imports from scanning services
• Direct Printing from electronic documents with the Laserfiche Snapshot Utility
• Direct import of email from Outlook, including automated capture of email meta
data
• Multi - functional devices with the quick fields agent
• Import of PDF's from other applications.
• Digital Recordings
• Digital Camera images.
Complete Paperless Solutions, Inc.
City of El Segundo
-4-
EXHIBIT A - SCOPE OF WORK/PROPOSAL
The Laserfiche solution accommodates all standard file types and formats.
Document Indexing
Indexing will be accomplished at the time of conversion and point forward with
scanning or in a batch process from multi - function devices.
Indexing can be done via a template (index values) that Complete Paperless and The
City can create that could be tailored to each specific application or department. This
template will contain the fields that are desired for retrieval and also closely mirror the
contents of the documents being scanned.
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Due to the various types of documents being stored and retrieved, it is possible that the
organization may set up a variety of templates to accommodate specific users and
groups. This discussion will take place during the design stage and involve The City and
Complete Paperless personnel.
Document indexing is application dependent and maybe fully automated, requiring no
data entry; manually indexed or a combination of each. Laserfiche and Complete
Paperless both use Bar code technology and Zone OCR (Optical Character Recognition)
technology for capturing fields from structured reports and forms. The exact indexing
methodology will be decided upon by the City staff with Complete Paperless
involvement and guidance.
Complete Paperless Solutions, Inc.
City of El Segundo
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Due to the various types of documents being stored and retrieved, it is possible that the
organization may set up a variety of templates to accommodate specific users and
groups. This discussion will take place during the design stage and involve The City and
Complete Paperless personnel.
Document indexing is application dependent and maybe fully automated, requiring no
data entry; manually indexed or a combination of each. Laserfiche and Complete
Paperless both use Bar code technology and Zone OCR (Optical Character Recognition)
technology for capturing fields from structured reports and forms. The exact indexing
methodology will be decided upon by the City staff with Complete Paperless
involvement and guidance.
Complete Paperless Solutions, Inc.
City of El Segundo
5-
EXHIBIT A - SCOPE OF WORK/PROPOSAL Ij
In addition to the above, the City may use the Quick Fields product to facilitate the
indexing process. As a result of the scanning and index capture, documents are
automatically routed to specific destination folders and if no folder exists, the Complete
Paperless software will recognize that and automatically create a folder based on pre
determined parameters.
Additionally, at the time of scanning, each image is OCR'd (Optical Character
Recognition) where a text file from that image is created and stored in Laserfiche. Once
OCR'd, documents may be retrieved by a key word search.
The OCR process when done at time of scanning can be time consuming and potentially
slow the scanning process and reduce productivity. Complete Paperless has recognized
this and now offers a server -side OCR as a part of our Complete Paperless suite of
products.
Document Storage & Archiving
The Laserfiche software would be installed on a server at the City. We have included
specifications for the server as well as the client side of the solution for your review.
As a rule of thumb, each image takes up approximately 50kb of data. A typical 4 drawer
file cabinet contains approximately 12,000 pages. This would require LESS THAN 1 GB
of storage per cabinet.
The Laserfiche software runs using SQL Express, MS SQL or Oracle databases and is
ODBC and OLE compliant.
Document Retrieval
Retrieval of information will be accomplished in a variety of ways including:
• Access by known identification parameters (E.g. Invoice #, Name, Date)
• Key Word searching for text information captured during the OCR process
• Perusing the file folders directly
• Directory search -View all files with similar characteristics -
• Key Word Search- Every file will be passed though our OCR (Optical Character
Recognition) engine. At this time, a text file is created from the image and stored
along with the image and index data. All information gathered from the OCR process
is searchable by key word.
• Creation Date- The system keeps track of when documents entered the system and
can provide those images on demand
• You have the ability to add notes to any /all images in the file, much like you would
do with a sticky note. Information is added in "free form" or can be cut and pasted
from other applications. All information in these annotations are full text searchable.
Complete Paperless Solutions, Inc.
City of El Segundo
-6
EXHIBIT A - SCOPE OF WORK/PROPOSAL
System Training & Support
Design, Implementation, Installation and Training
Complete Paperless Solutions, Inc. provides a turn key solution for our customers. As
such we assist in the design of the templates to meet your specific application
requirements, install and test the solution in your environment and train all of your
operators on the full capabilities of the solutions.
Unlike other solutions, the implementation time for the Laserflche Solution is measured
in days, not weeks or months.
The Complete Paperless Best Practice Process includes the following components:
• Initial Kick off meeting. Usually occurs with Complete Paperless Account
Manager, Complete Paperless professional design and implementation staff
member(s) and key City staffers. This meeting is of an undetermined length and
used to review the application and components
• Review Hardware requirements
• Create initial design
• Design Index templates
• Review Security Requirements
Software Installation takes place immediately following the kick -off meeting. Complete
Paperless will install the software under the City's supervision and work closely with the
City's system administrator in establishing security.
Application testing and validation. Immediately after the installation the system is tested
to insure that all the components are working as expected and folders /files being
created as desired.
The same Complete Paperless staff that installs the solution will also provide
complete and comprehensive training for administrators and users including the
following:
• Understanding Laserfiche Repository Management
• Users and Groups, Templates, Volumes, Security, End Users
• Getting Around in Laserfiche,
• Searching in Laserfiche
• File Menu Options,
• Tips, Tricks & Shortcuts
• QuickFields— Zone OCR and Bar Code Setup and Scanning
• WebLink Setup /Security and Access
Complete Paperless Solutions, Inc.
City of El Segundo
. y.
EXHIBIT A - SCOPE OF WORK/PROPOSAL 33
%,
Complete Paperless Solutions, Inc. Support
As the authorized Reseller, Complete Paperless has a staff of developers and software
engineers with over 40years of Laserfiche Experience. With our offices and dispatch
center in Anaheim and Paso Robles, we are only short distance away in the case of an
emergency. As your first line of support, we have direct access to the Laserfiche
development community as necessary. In addition, Complete Paperless provides the
following:
• Phone support via (866) 661 -2425
• Email support via support @CPS247.com
• Remote support to your site (with permissions) via dial up.
• Internal logging and tracking of support cases
• Local Complete Paperless user workshops
• Webinars for users and training
• Quarterly Newsletters with Tips & Tricks
• Full Consultation services for backup and recovery
Great support and service is our priority. We provide updates and upgrades for the
Laserfiche software components within your enterprise and guarantees a 1 hour
response time via email, telephone, or remote internet access to the computer during
regular support hours of 6 to 6 M -F. Outside of regular hours we guarantee 4 hour
response. The average response time is 1 hour or less.
Complete Paperless Solutions, Inc.
City of El Segundo
.g.
EXHIBIT A - SCOPE OF WORK/PROPOSAL
& 9 i &u
Product Portfolio
Laserfiche core product for SQL Express: Laserfiche Avante is an agile enterprise
content management (ECM) system that can be quickly and easily configured to meet
any organization's needs. In addition to industry- leading content management to help
you store, retrieve and secure your information, Laserfiche Avante includes
sophisticated workflow tools to automate content - centric business processes while
enabling increased visibility into performance.
Named User Licensing: Laserfiche Avante's named user licenses include everything
you need to get started for $500 per license (U.S. pricing only). Servers are sold
individually and support industry- standard Microsoft and Oracle database platforms.
Laserfiche Workflow: is a flexible, easy -to -use tool for automating and optimizing
business processes organization -wide. A central component of the LaserFche product
suite, Workflow enables you to map, model and manage your business processes to
efficiently achieve your goals.
With its ability to integrate with a wide variety of enterprise applications, Workflow can
be used to execute repeatable processes in a consistent manner across the
organization, optimizing resource efficiency, cost and service delivery.
Highlights:
• Simplify Complex Tasks.
• Design Workflow Rules with Ease.
• Minimize IT Support.
Laserflche Weblink: Laserfiche WebLink is a secure Web - publishing tool that
distributes information while keeping it safe. WebLink easily and securely delivers
documents to the people who need them via intranet or the Internet. One installation
on your Web server delivers easy rollout. WebLink is highly customizable to provide
document access that is consistent with the look and feel of your Web site.
Laserfiche Web Access: Extend Your Reach - Laserfiche Web Access is a Web
browser -based thin client offering virtually all of the document management capabilities
of the standard Laserfiche interface. Web Access allows your IT staff to roll out high -
volume Laserfiche access without increasing your organization's application support
burden. Authorized users organization -wide enjoy simultaneous access to documents,
whether they are using the corporate intranet or logging in from a branch office.
Laserfiche Web Access Light: Designed for Blackberry, Chrome, Opera and Safari
mobile browsers, offers a lightweight Web interface for popular mobile devices,
enabling users to search and retrieve documents, as well as approve documents and
Complete Paperless Solutions, Inc.
City of El Segundo
-9- .
EXHIBIT A - SCOPE OF WORK/PROPOSAL
participate in workflow automation processes, while away from their desktop
computers.
Laserfiche Mobile for iPhone is a fully functional app that takes advantage of the
multi -touch screen, remote printers and camera zoom features of the Apple iPhone,
enabling users to:
• Create and upload new content with the iPhone camera.
• Automatically crop, straighten and enhance captured information, with full text
recognition.
• Copy, move, rename, download, e-mail, print or delete content.
• Browse for documents in a folder structure or search the entire repository.
• Participate in workflow automation processes by accessing metadata fields.
Laserfiche Mobile for iPad makes it easy for employees to securely view and act upon
mission - critical content from wherever they are, while also ensuring that mobile content
resides within the organization's IT governance structure. As a fully integrated part of
the Laserfiche suite, Laserfiche Mobile for iPad:
• Provides secure, anywhere access to documents, metadata and audio - visual files.
• Enables users to create and upload new electronic documents.
• Tracks and audits all mobile activity occurring in Laserfiche.
Laserfiche Mobile, which includes a built -in demonstration, is available for free
download from the Apple App Store. In order to accept connections from Laserfiche
Mobile, Laserfiche Avante and Laserfiche Rio users with Web Access can download the
free Laserfiche Mobile Add -On from the Laserfiche Support Site.
Laserfiche Advanced Audit Trail
Data loss is often caused by someone with legitimate access to an organization's
system and frequently goes undetected until it is too late to contain financial losses.
With non -stop monitoring of server activity, Audit Trail is a key component of Laserfiche
system security. System administrators identify usage anomalies more quickly, leading
to faster resolution of problems.
Regulations concerning the protection and release of personal information continue to
proliferate— HIPAA, Sarbanes - Oxley, USA Patriot Act, Gramm - Leach - Bliley, FERPA. Audit
Trail delivers up -to -date details of user activity to demonstrate adherence to established
security and retention procedures. With easy -to- generate reports, Audit Trail expedites
the process of producing reports for administrators and regulatory authorities. Audit
Trail minimizes the cost of compliance and facilitates transparency requirements. This
module also includes forced watermarking of printed documents.
Complete Paperless Solutions, Inc.
City of El Segundo
-10-
EXHIBIT A -SCOPE OF WORK/PROPOSAL
Quick Fields: Add documents from both paper and electronic sources into your
repository with capture tools designed to simplify repetitive processes. From
automatically cleaning up scanned images for improved text and data extraction to
automatically correcting scanning errors, Laserfiche Quick Fields provides the
functionality you need to capture information faster —and more accurately.
• Read text from electronic documents to quickly sort documents and extract
information to fill out fields and create folder paths.
• Capture and process documents in a variety of electronic formats, including PDFs
and Microsoft Word documents.
• Adjust to changing business conditions by reprocessing documents already in
your Laserfiche repository.
• Schedule automated processing sessions around the clock, without requiring
operator intervention.
• Retrieve imaged or electronic documents from a local or network drive or a
Laserfiche repository.
• Apply single processes or groups of them to documents.
• Remove extra pages such as blanks or slipsheets.
• Image Enhancement
• Clean up imaged documents to improve the results of Optical Character
Recognition (OCR) with tools such as deskew, despeckle, line or border removal,
resize, rotate, image crop, color smoothing or invert.
• Data Extraction and Storage
• Generate text from electronic documents or from imaged documents using OCR.
• Identify and extract text that fits a pattern.
• Read barcodes and use the information in document metadata.
• Generate text from a particular area on an imaged document with Zone OCR.
Snapshot: This utility assists in the capture and archive of images of electronic
documents without the repetitive printing, scanning and indexing processes. These are
user based licenses matching the number of full users.
Email Plug -in. Documents stored in Laserfiche can be easily distributed via e-mail with
the click of a mouse. Individual pages or groups of documents may be send in a variety
of common formats.
Complete Paperless Solutions, Inc.
City of El Segundo
-II-
EXHIBIT A -SCOPE OF WORK/PROPOSAL
Laserfiche System Requirements
Minimum requirements
The following requirements are the minimum requirements for the Laserfiche Client.
• CPU: 700 MHz or faster processor
• Memory: 128 MB RAM
• Operating system: Windows XP (Service Pack 2), Windows Server 2003 (Service
Pack 1), Windows Vista (Service Pack 2), Windows Server 2008, Windows 7
• Web browser: Internet Explorer 6.0
The following requirements are the base minimum required for Laserfiche Scanning and
Laserfiche PhotoDocs.
• CPU: 1 GHz or faster processor
• Memory: 256 MB RAM
The following requirements are the minimum supported requirements if performing
OCR.
• CPU: 2.4 GHz or faster processor
• Memory: 1 GB RAM
Recommended requirements
The following requirements are the recommend requirements for the Laserfiche Client.
• CPU: 1 GHz or faster processor
• Memory: 256 MB RAM or more
The following requirements are the recommended requirements for Laserfiche Scanning
and Laserfiche PhotoDocs.
• CPU: 2.4 GHz or faster processor
• Memory: 1 GB RAM or more
The following requirements are the recommended requirements if performing OCR.
• CPU: Dual core 2.8 GHz or faster processor
• Memory: 2 GB RAM or more
Complete Paperless Solutions, Inc.
City of EI Segundo
-12-
l EXHIBIT A - SCOPE OF WORK/PROPOSAL�
3
'
Summa
The City of El Segundo has an essential need of an enterprise wide EDMS / ECMS that
is functional, easy to use and easy to manage. These files can take many shapes and
forms and are required to be accessible on demand under multiple circumstances. We
will provide support, service and training to accomplish all your document management
Needs.
The Laserfiche Solution is:
• Extremely Easy to Use
• Flexible to accommodate the City of El Segundo's unique requirements
• Scalable to grow as the City's requirements grow
• Modular to be able to add cost effective components as required
• Automated to capture and automatically populate files and folders
• Secure to provide restrictive access and action on records
• Accountable: provides detailed audit reports on demand
• Fully indexed to quickly pinpoint documents for easy evaluation of information
such as discovery
• Automatic organization and required indexing to insure the integrity of your data.
Thank you for your interest in Laserfiche Document Management. We hope that you
see the great potential for this solution from Complete Paperless.
We look forward to working with you and your team and are pleased to present the
Laserfiche Document Management Suite for automating and managing the document
processes within the City of El Segundo.
Sincerely,
Gregory S. Heim
Executive Vice President - Complete Paperless Solutions, Inc.
Complete Paperless Solutions, Inc.
City of El Segundo
-13-
EXHIBIT B - COST PROPOSAL
CPS I Carnplete p.,�pejjesE Complete Paperless Solutions
4025 E. La Palma Ave. Ste. 201
Anaheim, CA 92807
(866)661 -2425
Larry Klingaman
City of El Segundo
350 Main Street
El Segundo, CA 90245 USA
P;
Quote
11/05/2012 1254
11/05/2012
MSE10 :Laserfiche Avante Server SQL Express
1
1,500.00
1,500.00
11/05/2012
MSA10 Laserfiche Add. DB for SQL Express
1
1,000.00
1,000.00
11/05/2012
MNF05 1Laserfiche named Full User with Snapshot
10
500.00
5,000.00
and Email
11/05/2012,MWAX
Laserfiche WebAccess
1
1,000.00
1,000.00
11/05/2012
MATX Laserfiche Advanced Audit Trail
1
1,000.00
1,000.00
11/0512012
MDP Laserfiche Web Distribution Portal
1
7,995.00
7,995.00
11/05/2012
MCQ01 Laserfiche Quick Fields
1
595.00
595.00
11/05/2012
MCQC3 Laserfiche Zone OCR- Validation Pak
1
2,695.00
2,695.00
11/05/2012
MCQC4 LF Bar Code-Valid. Pk
1
1,695.00
1,695.00
11/05/2012
MCQ14 Laserfiche Quick Fields Agent
1'
9,995.00
9,995.00
11/05/2012
Affinity DNA1OR Affinity 10 User License
1
1,500.00
1,500.00
11/05/2012
MSE10B Laserfiche LSAP Avante Server for SQL
1
300.00
300.00
Express
11/05/2012
MSA10B Laserfiche LSAP for add. DB for SQL
1
200.00
200.00
,Express
11/05/2012
MNF05B Laserfiche LSAP Named Full User with
10
100.00
1,000.00
Snapshot and Email
11 /05 /20121MWAXB
Laserfiche LSAP for WebAccess
1
200.00;
200.00
11 /05/2012
�MATXB Laserfiche LSAP Advanced Audit Trail
1
200.00'
200.00
11/05/2012
MDPB Laserfiche LSAP for Web Distribution
1
1,600.001
1,600.00
Portal
i
11/05/2012
MCQ01B iLaserfiche LSAP Quick Fields
1
120.001
120.00
11/05/2012
MCQC3B Laserfiche LSAP Zone OCR Validation Pak
1
560.001
560.00
11/05/2012
MCQC4B Laserfiche LSAP Bar Code Validation Pak
1 1
340.00
340.00
11 /05/2012
MCQ14B Laserfiche LSAP Quick Fields Agent
1
2,000.00
2,000.00
11 /05/2012
AS Affinity Support for 10 Users license
1
750.00;
750.00
Continue to the next page.
Tax ID: 27- 0926551 Please Make Checks Payable to: Complete Paperless Solutions
Accepted By Accepted Date
Tax ID: 27- 0926551 Please Make Checks Payable to: Complete Paperless Solutions