ECS Imaging, Inc. 05-02-17 PDF

CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
Staff Report
SR 2017-052
May 2, 2017
Consent Agenda
TO: Honorable Mayor and City Council Members
SUBMITTED BY: Ashlee Wright, City Clerk
APPROVED BY: Chip Rerig, City Administrator
SUBJECT: Consideration of a resolution authorizing the City Administrator to

execute an agreement with ECS Imaging, Inc. for implementation of agenda and
records/document management systems for a three year term ending June 30, 2019
in a total amount not to exceed $103,000.
RECOMMENDATION
Adopt a resolution authorizing the City Administrator to execute an agreement with ECS Imaging, Inc. for
NovusAgenda agenda and records/document management systems for a three year term ending June 30, 2019
in a total amount not to exceed $103,000.
BACKGROUND / SUMMARY
At the June 7, 2016 budget meeting the City Council approved Fiscal Year 2016/17 Capital Improvement Plan
(CIP) funding for the implementation of agenda and records management systems. At that same meeting
Council adopted a Records Management Program policy (Policy C16-02), which establishes standards for
maintaining the Citys diverse types of records throughout their lifecycles. In accordance with the adopted
records retention schedule, staff focused on identifying and eliminating the Citys obsolete and redundant
physical records, resulting in Councils December 2016 approval of the destruction of 172 boxes of records. As
the Citys physical files are brought into compliance with state mandated and recommended best practices for
records management, the groundwork for the implementation of an electronic records management system is
being laid.
Understanding that the common goal of records/document management and agenda management is business
continuity through efficiency and compliance, staff undertook an integrated approach to the development of a
Request for Proposals (RFP). In November 2016 staff issued an RFP for Agenda/Records/Document
Management Systems. Key objectives of the procurement included: (1) the selection and implementation of a
software solution proven effective and affordable in small California cities; (2) the establishment of a
potentially long-term relationship with a vendor partner (or partners) for provision of software and services,
including possible hosting services (on-site and/or cloud-based); and (3) the identification of systems that
address the immediate need (document, records, and agenda management systems), while also providing
opportunities to integrate with software that is currently in use or to be implemented by the City.
Vendors were invited to submit proposals for all functions, or, single or multiple components (i.e. vendors could
propose only the Document Management System and conversion of that data, or only the Records
Management System and conversion of that data, or the Agenda Management System and conversion of that
data, or a combination of two or more systems).
The City received five proposals: proposals for stand-alone records/document management systems from
Optical Technology Inc. and RS Computer Associates; proposals for stand-alone agenda management
systems from Prime Government Solutions and Accela; and one proposal for a combined records/documents
and agenda management system from ECS Imaging, Inc. City staff from the IT, Administrative Services, and
Library departments evaluated the written proposals and recommended interviews with Accela and ECS
Imaging, Inc. The interview panel consisted of the City Clerk, Executive Assistant, IT Manager, Planning
Director, Library and Community Activities Director, and City Forester.
Proposals submitted by Optical Technology, Inc. and RS Computer Associates for records/document
management solutions were more complex, lacked user-friendliness, and were not compatible with the Citys
needs, and therefore were not invited to interview.
Accela and ECS Imaging, Inc. were evaluated according to the following criteria: completeness of presentation,
implementation approach, project management plan, technical compatibility, past experience, understanding of
City needs, and integration with systems already in use by the City.
Accela, with whom the City currently contracts for the provision of a finance system, proposed to provide its
own proprietary agenda management system.
ECS Imaging, Inc. proposed to provide both a records/document management system: Laserfiche, and an
agenda management system: NovusAgenda.
Laserfiche records management system has a long, excellent reputation as a records/document management
solution, and its easy user interface and customizable workflows are an excellent option for improving
efficiencies throughout the City.
Accela provides a robust agenda management system, and both systems have the capability to integrate with
Laserfiche or other records management systems for record/document management; however, NovusAgenda
was unanimously identified by the interview panel, the majority of whom are responsible for compiling agenda
packets, as more user friendly on both the staff and public side. As a result of this analysis, staff is
recommending that the City enter into an agreement with ECS Imaging, Inc. for NovusAgenda and Laserfiche
systems for a three year term.
In addition to an annual fee of $20,000 (NovusAgenda $13,650, Laserfiche $6,350) ECS Imaging Inc. will
charge a one-time cost of $43,000 for software purchase, installation, and implementation. The total not to
exceed amount for a three year agreement will be $103,000 and as the cumulative annual payments would
exceed $24,999 and the award of this contract requires Council authorization in accordance with Municipal
Code 3.12.230.
FISCAL IMPACT
FY 2016-2017 / 2017-2018 Year 1: $63,000 Implementation and annual maintenance fees.
FY 2018-2019: $20,000 - Annual maintenance fees.
FY 2019-2020: $20,000 - Annual maintenance fees.
PRIOR CITY COUNCIL ACTION
Council included funding for an agenda and records management system with the FY 16-17 budget, adopted
June 7, 2016.
ATTACHMENTS
1. Resolution authorizing the City Administrator to execute and agreement

2. Contract
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2017-___
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE

CITY ADMINISTRATOR TO EXECUTE AN AGREEMENT WITH ECS IMAGING, INC. FOR
IMPLEMENTATION OF AGENDA AND RECORDS/DOCUMENT MANAGEMENT SYSTEMS AND ANNUAL
MAINTENANCE COSTS FOR A THREE YEAR TERM FOR AN AMOUNT NOT TO EXCEED $103,000
WHEREAS, the City does not have an agenda management or records/document management system
and the City desires to implement both of those types of systems; and
WHEREAS, implementation of agenda and records management systems was identified as a project in
the 2016-2017 Capital Improvement Plan and funding for agenda and records management systems was
included in the adopted FY 2016-2017 budget; and
WHEREAS, the City issued a request for proposals for agenda/document/records management
systems and published the notice inviting proposals in the Carmel Pine Cone on December 2 and 9, 2016, in
accordance with Municipal Code 3.12.340, and received five proposals in response to this solicitation; and
WHEREAS, the City has selected ECS Imaging, Inc. to be the agenda and records management
systems provider and proposes to enter into an agreement with ECS Imaging, Inc. for a one time
implementation cost of $43,000, plus the first year subscription fee costing $20,000; and
WHEREAS, Municipal Code 3.12.320 requires contracts of $25,000 or more to be approved by Council
resolution.
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA DOES HEREBY:
Authorize the City Administrator to execute agreement with ECS Imaging, Inc. for implementation
and annual maintenance costs for an amount not to exceed $103,000 as follows:
1) FY 2016-2017 / 2017-2018 Year 1: $63,000 Implementation and annual maintenance fees.
2) FY 2018-2019: $20,000 - Annual maintenance fees.
3) FY 2019-2020: $20,000 - Annual maintenance fees.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this
2nd day of May, by the following roll call vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ABSTAIN: COUNCILMEMBERS:
SIGNED: ATTEST:
___________________ ____________________
Steve G. Dallas, Mayor Ashlee Wright, City Clerk
AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES
ECS Imaging, Inc.

Agenda and Records Management Systems
Insert Agreement Number

THIS AGREEMENT is made and effective as of May 3, 2017 between the City of
Carmel-by-the-Sea ("City") and ECS Imaging, Inc., a California Corporation ("Contractor"). In
consideration of the mutual covenants and conditions set forth herein, the parties agree as
follows:
1. Term. Except for the license granted hereby for City's use of the Laserfiche
software system and the Laserfiche modules described and set forth in Exhibit A, attached
hereto and incorporated herein as though set forth in full, this Agreement shall commence on
May 3, 2016, and shall remain and continue in effect until tasks described herein are completed
in accordance with the Scope of Services, but in no event later than June 30, 2019, unless
sooner terminated pursuant to the provisions of this Agreement.
2. Scope of Services.
A. Laserfiche Software System and Modules and NovusAgenda Software System

and Modules Purchase and Installation. Contractor shall furnish and install for City on City's
equipment the Laserfiche MS SQL Express Avante Base System, including Workflow and Web
Admin Console, and the Laserfiche Named Full User, including: E- Mail and Snapshot,
Weblink distribution portal, and forms portal (collectively, the "Laserfiche software system") and
NovusAgenda Software System, including live video streaming, (collectively NovusAgenda
Software System) as described and set forth in Exhibit A. City shall furnish and make
available the equipment and City facilities as required for the installation, operation and
maintenance of the Laserfiche and NovusAgenda software systems and Laserfiche and
NovusAgenda modules and take such further action as may be required to ensure that City's
equipment and facilities are available and operable prior to the scheduled installation of the
Laserfiche and NovusAgenda software systems and Laserfiche and NovusAgenda modules.
City shall grant such access to City's premises, facilities and equipment as may be necessary or
appropriate for Contractor to perform its obligations under this Agreement. The Laserfiche and
NovusAgenda software systems and Laserfiche and NovusAgenda modules shall operate as an
integrated system in accordance with, and conform in all material aspects to, the
manufacturer's specifications. Contractor shall provide City with a copy of the manufacturer's
specifications for the Laserfiche and NovusAgenda software systems and Laserfiche and
NovusAgenda modules. Following installation of the Laserfiche and Novus Agenda software
systems and Laserfiche and NovusAgenda modules, Contractor shall test the system and
modules in accordance with Section 5 of this Agreement to confirm that the system and
modules satisfy the manufacturer's specifications in all material aspects.
B. Configuration, Educational Training and Maintenance and Support Services. In

connection with its installation of the Laserfiche and NovusAgenda software system and
Laserfiche and NovusAgenda modules, Contractor shall provide the configuration services,
educational training services and I -year maintenance and support services for the Laserfiche
and NovusAgenda software systems and Laserfiche and NovusAgenda modules, as described
and set forth in Exhibit A.
1) Configuration Services. Contractor's configuration services shall include:

installation of the Laserfiche and NovusAgenda software systems and Laserfiche and
NovusAgenda modules; (2) configuration of the Laserfiche and NovusAgenda software
systems and Laserfiche and NovusAgenda modules; (3) testing of the Laserfiche and
NovusAgenda software systems; (4) troubleshooting the Laserfiche and NovusAgenda software
systems and Laserfiche and NovusAgenda modules; (5) emergency support services for the
Laserfiche and NovusAgenda software systems and Laserfiche and NovusAgenda modules;
(6) consulting services for the Laserfiche and NovusAgenda software systems and Laserfiche
and NovusAgenda modules; and (7) project management services for the Laserfiche and
NovusAgenda software systems and Laserfiche and NovusAgenda modules Contractor's
configuration services.
2) Educational Training Services. Contractor's educational training services

shall include a one-day on-site training by Consultant's instructor for City's system administrator
and two other designated employees. Contractor shall provide City with generic training
materials as part of Contractor's educational training services and make itself available to City
for follow-up educational training telephone support.
3) Maintenance and Support Services. Contractor shall provide I -year

maintenance and support services upon satisfactory installation and configuration of
the Laserfiche and NovusAgenda software systems and Laserfiche and NovusAgenda modules
and City's acceptance of the Laserfiche and NovusAgenda software systems and Laserfiche
and NovusAgenda modules in accordance with Section 5 of this Agreement. Contractor's
maintenance and support services shall consist of Contractor's "ECS Annual Priority
Support" services, as described in Exhibit A, including:
a) Ten (10) hours of on-site and unlimited remote support for the
installed Laserfiche and NovusAgenda software systems and
Laserfiche and NovusAgenda modules (on-site support time shall
be calculated to nearest half hour);
b) On-site support within one (1) business day, as needed;
c) Unlimited phone support with two-hour response times and email

support, Monday through Friday between 7:30 a.m. and 5:00 p.m.
Pacific Standard Time;
d) Customer Conference; Two (2) admissions for City personnel to

Contractor's Annual Conference;
e) Admissions for City personnel to Contractor's Quarterly User
Groups;
f) Contractor's monthly electronic newsletter;
g) Unlimited remedial training;
h) Installation of software updates and additional training;
i) Consulting services; and
j) Troubleshooting services.

3. Performance.
Contractor shall at all times faithfully, competently and to the best of its ability,
experience and talent, perform the services described herein. Contractor shall employ, at a
minimum, generally accepted standards and practices utilized by persons engaged in providing
similar services as are required of Contractor hereunder in meeting its obligations under this
Agreement.
4. License.
Commencing on the effective date of this Agreement, Contractor grants to City a

nontransferable, nonexclusive and perpetual right and license to use the Laserfiche and
NovusAgenda software systems and Laserfiche and NovusAgenda modules described and set
forth in Exhibit A in connection with City's operation of the Laserfiche and NovusAgenda
software systems and Laserfiche and NovusAgenda modules. Such right and license shall
continue in full force and effect unless and until terminated in accordance with this Agreement.
The right and license granted to City under this Section 4 entitles City to use the Laserfiche and
NovusAgenda software systems and Laserfiche and NovusAgenda modules for City's own
needs, including City's website services.
5. Testing of Laserfiche Software System and Modules and Acceptance
A. Contractor Testing. Following installation of the Laserfiche and NovusAgenda

software systems and Laserfiche and NovusAgenda modules, Contractor shall test the system
and modules to confirm that the system and modules satisfy the manufacturer's specifications in
all material aspects. Contractor and City shall agree to testing protocols in advance of the test.
Contractor shall give City notice of the test at least five (5) business days before it is scheduled
to commence and City's staff shall observe the test and verify the results. Contractor shall
correct any defect in the Laserfiche and NovusAgenda software systems and Laserfiche and
NovusAgenda modules revealed by the test and thereafter confirm in writing to City that the
defect has been corrected. For purposes of this Section 5, a "defect" means any failure of the
Laserfiche and NovusAgenda software and Laserfiche and NovusAgenda modules to operate
in material conformity with the manufacturer's specifications and/or any condition of the
Laserfiche and NovusAgenda software systems and Laserfiche and NovusAgenda modules
preventing or disrupting its full use as described in the manufacturer's specifications.
B. City Testing. Upon satisfactory completion of Contractor's test, City may test the
Laserfiche and NovusAgenda software systems and Laserfiche and NovusAgenda modules for
conformity to the manufacturer's specifications under actual operating conditions during the
ensuing ten (10) business days. After such period has expired and Contractor has (1) tested the
and determined that they conform to the manufacturer's specifications in all material respects,
(2) corrected all defects in the Laserfiche and NovusAgenda software systems and Laserfiche
and NovusAgenda modules, as installed, and (3) shown City that all identified defects have
been corrected, Contractor shall issue a Notice of Completion.
C. Acceptance. After City has received the Notice of Completion, City shall conduct
further inspection and testing of the Laserfiche and NovusAgenda software systems and
Laserfiche and NovusAgenda modules as it deems necessary or appropriate to determine
whether any defects still exist in the Laserfiche and NovusAgenda software systems and
Laserfiche and NovusAgenda modules, as installed. Acceptance of the Laserfiche and
NovusAgenda software systems and Laserfiche and NovusAgenda modules shall be deemed to
have occurred upon:
1) City's delivery to Contractor of written notice that City is satisfied that the
Laserfiche and NovusAgenda software systems and Laserfiche and NovusAgenda modules, as
installed, conform to the manufacturer's specifications in all material respects;
2) City's failure to give Contractor written notice of any defect by the later of twenty
(20) business days after City's receipt of the Notice of Completion, or (2) twenty (20) business
days after City's receipt of written notice from Contractor stating that all identified defects have
been corrected, and City's verification of the same.
6. Compensation.
A. City shall pay Contractor in an amount not to exceed $103,000, which said sum shall
include all costs, as presented in the cost proposal dated November 16, 2016 (Exhibit A) and
3-year proposed payment plan (Exhibit B), and in accordance with this Agreement. The cost
breakdown is as follows:
a) May 3, 2017 - June 30, 2018, Laserfiche and NovusAgenda software and Laserfiche
and NovusAgenda modules installation, configuration, training, and annual
maintenance fees $63,000
b) July 1, 2018 June 30, 2019, Laserfiche web portal and forms portal software
installation, configuration, training ,and annual maintenance fees $20,000
c) July 1, 2019 June 30, 2020, annual maintenance fees $20,000
Compensation under this Agreement shall become due and payable thirty (30) days after
Citys approval of Contractors submission of monthly written invoices. Written invoices shall
clearly itemize each charge. The payment of any compensation to Contractor hereunder shall be
contingent upon performance of the terms and conditions of this Agreement to the reasonable
satisfaction of the City Administrator.
If the City Administrator determines that the work set forth in the written invoice
has not been performed in accordance with the terms of this Agreement, City shall not be
responsible for payment until such time as the work has been performed to the reasonable
satisfaction of the City Administrator.
Notwithstanding the provisions of this Paragraph A, in the event that City gives
Contractor written notice of any defect, City may suspend further payment of the compensation
amount set forth in this Paragraph A until (1) Contractor has corrected the defect; (2) City has
received written notice from Contractor confirming that the defect has been corrected; and (3) if
requested by City, Contractor has shown the defect to be corrected through trial operation of the
acceptable to City. For purposes of this Paragraph A, a "defect" means any failure of the
Laserfiche and NovusAgenda software systems to operate in material conformity with the
manufacturer's specifications or any condition of the Laserfiche and NovusAgenda software
and Laserfiche and NovusAgenda modules systems preventing or disrupting their full use as
described in the manufacturer's specifications.
B. Additional Services. Contractor shall not be compensated for any services

rendered in connection with its performance of this Agreement which are in addition to those set
forth herein, unless such additional services are authorized in advance and in writing by the City
Council.
7. Contractor Warranties.
A. Except as otherwise provided herein, Contractor warrants that, for a period of ten
(10) calendar days after City's acceptance of the Laserfiche and NovusAgenda software
systems and Laserfiche and NovusAgenda modules, the system and modules will operate
without any defect and in substantial conformity with the manufacturer's specifications.
Contractor, at its own expense, upon receipt of written notice from City within the period, will
make all adjustments and modifications necessary to cause Laserfiche and NovusAgenda
software systems and Laserfiche and NovusAgenda modules to operate as required by this
warranty.
B. Contractor warrants that the Laserfiche and NovusAgenda software systems

and Laserfiche and NovusAgenda modules, at the time of City's acceptance, will be new and
free from defects in material, operation and workmanship.
C. Contractor warrants that is has the legal authority to grant City the right and
license in the Laserfiche and NovusAgenda software systems and Laserfiche and
NovusAgenda modules accorded under Section 4 of this Agreement and that City's use of the
system and modules in accordance with this Agreement shall not infringe any intellectual
property rights, or rights in any patent, copyright or trade secret in the United States.
D. Except as provided in Section 11, City's sole and exclusive remedy for any
breach of warranty by Contractor shall be to require Contractor to repair or replace, at
Contractor's option, any component of the Laserfiche and NovusAgenda software systems and
Laserfiche and NovusAgenda modules that contain a defect so as to correct the defect.
E. All warranties of Contractor and all obligations of Contractor in this Section 7 are
contingent upon City's use of the Laserfiche and NovusAgenda software systems and
Laserfiche and NovusAgenda modules in accordance with this Agreement and any reasonable
instructions provided to City from Contractor in writing from time to time.
F. Except as provided in Section 11, Contactor shall not be liable for any indirect,
exemplary or incidental damages arising out of or otherwise relating to the use or performance
of the Laserfiche and NovusAgenda software systems and Laserfiche and NovusAgenda
modules, even if Contractor has been advised of the possibility or likelihood of such damages.
8. Suspension or Termination of Agreement without Cause.
A. City may at any time, for any reason, with or without cause, suspend or terminate
this Agreement, or any portion hereof, by serving upon the Contractor at least ten (10) calendar
days prior written notice. Upon receipt of said notice, Contractor shall immediately cease all
work under this Agreement, unless the notice provides otherwise. If City suspends or terminates
a portion of this Agreement such suspension or termination shall not make void or invalidate the
remainder of this Agreement.
B. In the event this Agreement is terminated pursuant to this Section 8, City shall
pay to Contractor the actual value of the work performed up to the time of termination, provided
that the work performed is of value to City. Upon termination of the Agreement pursuant to this
Section 8, the Contractor will submit an invoice to the City pursuant to Section 6.
C. In the event this Agreement is terminated pursuant to this Section 8, the right and
license granted to City pursuant to Section 4 of this Agreement, shall continue for so long as
City operates the Laserfiche and NovusAgenda software systems and Laserfiche and
NovusAgenda modules in a manner consistent with the provisions of Section 4 of this
Agreement.
9. Default of Contractor.
A. Contractor's failure to comply with the provisions of this Agreement shall constitute a
default. In the event that Contractor is in default for cause under the terms of this Agreement,
City shall have no obligation or duty to continue compensating Contractor for any work
performed after the date of default and can terminate this Agreement immediately by written
notice to Contractor. If such failure by Contractor to make progress in the performance of work
hereunder arises out of causes beyond Contractor's control, and without fault or negligence of
Contractor, it shall not be considered a default.
B. If the City Administrator or his delegate determines that Contractor is in default in the
performance of any of the terms or conditions of this Agreement, he or she shall serve
Contractor with written notice of the default. Contractor shall have ten (10) business days after
service upon it of said notice in which to cure the default by rendering a satisfactory
performance. In the event that Contractor fails to cure its default within such period of time, City
may, notwithstanding any other provision of this Agreement, terminate this Agreement
without further notice and without prejudice to any other remedy to which City may be entitled at
Jaw, in equity or under this Agreement.
10. Ownership and Maintenance of Documents.
A. Contractor shall maintain complete and accurate records with respect to sales,
costs, expenses, receipts and other such information required by City that relate to the
performance of the services under this Agreement. Contractor shall maintain adequate records
of the services provided in sufficient detail to permit an evaluation of the services. All such
records shall be maintained in accordance with generally accepted accounting principles and
shall be clearly identified and readily accessible. Contractor shall provide free access to the
representatives of City or its designees at reasonable times to such books and records, shall
give City the right to examine and audit said books and records, shall permit City to make
transcripts there from as necessary, and shall allow inspection of all work, data, documents,
proceedings and activities related to this Agreement. Such records, together with supporting
documents, shall be maintained for a period of two (2) years after receipt of final payment.
B. Upon completion of, or in the event of termination or suspension of this

Agreement, all original documents, designs, drawings, maps, models, computer files containing
data generated for the work, surveys, notes and other documents prepared in the course of
providing the services to be performed pursuant to this Agreement shall become the sole
property of City and may be used, reused or otherwise disposed of by City without Contractor's
permission. With respect to computer files containing data generated for the services,
Contractor shall make available to City, upon reasonable written request by the City
Administrator, the necessary computer software and hardware for purposes of accessing,
compiling, transferring and printing computer files at the Citys place of principle business
Carmel-by-the-Sea City Hall located on Monte Verde Street between Ocean Avenue and 7th
Avenue.
11. Indemnification.
A. Contractor shall defend, hold harmless and indemnify City, its elected officials,
officers, employees, designated volunteers and those City agents serving as independent
contractors in the role City officials (collectively "Indemnitees"), from and against any claim, suit,
demand or action alleging that the Laserfiche and NovusAgenda software systems, Laserfiche
and NovusAgenda modules or any component thereof infringes a U.S. patent or copyright, or
any trade secret, or any other intellectual or intangible property rights of any party; provided,
however, that (I) City shall give Contractor prompt written notice of such action and all prior
claims relating thereto; (2) City shall fully cooperate with Contractor in the defense and
settlement of such action; and (3) Contractor shall have sole control of the defense of such
action and all negotiations for its settlement or compromise. Contractor shall have no liability to
City for any infringement action that is based upon or arises out of the use of the Laserfiche and
NovusAgenda software systems or Laserfiche and NovusAgenda modules that have been
modified by City without Contractor's written approval. If a temporary or a final injunction is
obtained preventing City's use of the Laserfiche and NovusAgenda software systems or
Laserfiche and NovusAgenda modules, or any component thereof, by reason of an infringement
of a U.S. patent, copyright, trade secret or other intellectual property right, Contractor shall, at its
option and sole expense.
1) Procure for City the right to continue to use the Laserfiche and NovusAgenda
software systems, Laserfiche and NovusAgenda modules or such infringing component; or
2) Replace or modify the Laserfiche and NovusAgenda software systems,

Laserfiche and NovusAgenda modules or such component so it no longer infringes such patent,
copyright, trade secret or other intellectual property right, so long as the utility or performance of
the Laserfiche and NovusAgenda software systems and Laserfiche and NovusAgenda modules
is not materially impaired and the Laserfiche and NovusAgenda software systems and
Laserfiche and NovusAgenda modules continue to conform to the manufacturer's specifications
in all material respects; or
3) Refund any and all installation fees paid by City.
B. Contractor shall defend, hold harmless and indemnify the Indemnitees with
respect to any and all claims, demands, damages, liabilities, losses, costs or expenses,
including attorneys' fees and costs of defense (collectively, "Claims" hereinafter), including but
not limited to, Claims relating to death or injury to any person and injury to any property, which
arise out of, pertain to, or relate to acts or omissions of Contractor or any of its officers,
employees, subcontractors, or agents in the performance of this Agreement, except for such
loss or damage arising from the negligence or willful misconduct of the City, as determined by
final arbitration or court decision or by the agreement of the parties. Contractor shall defend
Indemnitees in any action or actions filed in connection with any such Claims with counsel of
City's choice, and shall pay all costs and expenses, including all attorneys' fees and experts'
costs actually incurred in connection with such defense. Contractor's duty to defend pursuant to
this Section 11 shall apply independent of any prior, concurrent or subsequent misconduct,
negligent acts, errors or omissions or Indemnitees.
C. Contractor's covenant under this Section 11 shall survive the expiration or termination
of this Agreement.
12. Insurance. CONSULTANT shall submit and maintain in full force insurance as
described herein. Without altering or limiting CONSULTANTS duty to indemnify, CONSULTANT
shall maintain in effect throughout the term of this Agreement, a policy or policies of insurance
with the following minimum limits of liability:
Commercial general liability insurance including but not limited to premises,

personal injuries, bodily injuries, products, and completed operations, with a combined single limit
of not less than $1,000,000 per occurrence and $2,000,000 in the aggregate.
Professional liability insurance CONSULTANT shall maintain in effect throughout

the term of this Agreement professional liability insurance with limits of not less than $1,000,0000
per claim and $2,000,000 in the aggregate. CONSULTANT will either maintain or cause to be
maintained professional liability coverage in full force or obtain extended reporting (tail coverage
with the same liability limits) for at least five (5) years following CITYs acceptance of work.
Commercial automobile liability insurance covering all automobiles, including

owned, leased, non-owned and hired automobiles, used in providing services under this
Agreement, with a combined single limit of not less than $1,000,000 per occurrence.
Workers Compensation Insurance If CONSULTANT employs others in the

performance of this Agreement, CONSULTANT shall maintain workers compensation insurance
in accordance with California Labor Code section 3700 and with a minimum of $1,000,000 per
occurrence for employers liability.
Other Insurance Requirements
A. All insurance required under this Agreement must be written by an

insurance company either:
1) Admitted to do business in California with a current A.M. Best rating

of no less that A:VI;
Or
2) An insurance company with a current A.M. Best rating of no less

that A: VII
Exception may be made for the State Compensation Insurance Fund when
not specifically rated.
B. Each insurance policy required by this Agreement shall be endorsed to

state that CITY shall be given notice in writing at least thirty (30) days in
advance of any cancellation thereof, except CITY shall be given TEN (10)
days notice for nonpayment of the premium.
C. The general liability and auto policies shall:

1) Provide an endorsement naming CITY, its officers, officials, and
employees as additional insureds under an ISO CG 20 10 07 04 and ISO
20 37 07 04 or their equivalent.
2) Provide that such insurance is primary and non-contributing

insurance to any insurance or self-insurance maintained by CITY.
3) Contain a Separation of Insureds provision substantially

equivalent to that used in the ISO form CG 00 01 10 01 or their equivalent.
4) Provide for a waiver of any subrogation rights against CITY via an

ISO CG 24 01 10 93 or its equivalent.
D. Prior to the start of work under this Agreement CONSULTANT shall file
certificates of insurance and endorsements evidencing the coverage
required by this Agreement with the City Administrator. CONSULTANT
shall file a new or amended certificate of insurance promptly after any
change is made in any insurance policy which would alter the information
on the certificate then on file.
E. Neither the insurance requirements hereunder, nor acceptance or approval

of CONSULTANTS insurance, nor whether any claims are covered under
any insurance, shall in any way modify or change CONSULTANTS
obligations under the indemnification clause in this Agreement, which shall
continue in full force and effect. Notwithstanding the insurance
requirements contained herein, CONSULTANT is financially liable for its
indemnity obligations under this Agreement.
F. Any deductible or self-insured retentions must be declared to and approved

by CITY. At the option of CITY either: the insured shall reduce or eliminate
such deductibles or self-insured retentions as respects CITY, its officers,
officials, employees, and volunteers; or CONSULTANT shall provide a
financial guarantee satisfactory to CITY guaranteeing payment of losses
and related investigations, claim administration, and defense expenses.
13. Independent Contractor.
A. Contractor is and shall at all times remain as to City a wholly independent

contractor. The personnel performing the services under this Agreement on behalf of Contractor
shall at all times be under Contractor's exclusive direction and control. Neither City nor any of its
officers, employees, agents, or volunteers shall have control over the conduct of Contractor or
any of Contractor's officers, employees, or agents except as set forth in this Agreement.
Contractor shall not at any time or in any manner represent that it or any of its officers,
employees or agents are in any manner officers, employees or agents of the City. Contractor
shall not incur or have the power to incur any debt, obligation or liability whatever against City,
or bind City in any manner.
B. No employee benefits shall be available to Contractor in connection with the

performance of this Agreement. Except for the fees paid to Contractor as provided in the
Agreement, City shall not pay salaries, wages, or other compensation to Contractor for
performing services hereunder for City. City shall not be liable for compensation or
indemnification to Contractor for injury or sickness arising out of performing services under this
Agreement.
14. Legal Responsibilities. Contractor shall keep itself informed of all local, State
and Federal ordinances, laws and regulations that in any manner affect those employed by it or
in any way affect the performance of its services pursuant to this Agreement. Contractor shall at
all times observe and comply with all such ordinances, laws and regulations. City, and its
officers and employees, shall not be liable at law or in equity occasioned by failure of Contractor
to comply with this Section 14.
15. Confidentiality; Release of lnformation.
A. All information gained by Contractor in performance of this Agreement shall be

considered confidential and shall not be released by Contractor without City's prior written
authorization.
B. Contractor, its officers, employees, agents or subcontractors, shall not without

written authorization from the City Administrator or unless requested by the City Attorney,
voluntarily provide declarations, letters of support, testimony at depositions, response to
interrogatories or other information concerning the services performed under this Agreement or
relating to any project or property located within City. Response to a subpoena or court order
shall not be considered "voluntary" provided Contractor gives City notice of such court order or
subpoena.
16. Assignment. Contractor shall not assign the performance of this Agreement, nor
any part thereof, nor any monies due hereunder, without City's prior written consent.
17. General Provisions.
A. Notices. Any notices that either party may desire to give to the other party under
this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by
a reputable document delivery service, including, without limitation, Federal Express, that
provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail,
certified mail, postage prepaid, return receipt requested, addressed to the address of the party
as set forth below or at any other address as that party may later designate by notice. Notice
shall be effective upon delivery to the addresses specified below or on the third business day
following deposit with the document delivery service or United States Mail as provided above.
CITY: City Administrator

City of Carmel-by-the-Sea
P.O. Box CC
Carmel-By-The-Sea, CA 93921
CONSULTANT: ECS Imaging, Inc.
5905 Brockton Avenue, Suite C
Riverside, CA 92506
B. Licenses. At all times during the term of this Agreement, Contractor shall have in full
force and effect, all licenses required of it by law for the performance of the services described
in this Agreement.
C. Governing Law; Venue.
1) City and Contractor understand and agree that the laws of the State of California
shall govern the rights, obligations, duties and liabilities of the parties to this Agreement and
also govern the interpretation of this Agreement.
2) Any litigation concerning this Agreement shall take place in the municipal,
superior, or federal district court with geographic jurisdiction over the City of Jurupa Valley. In
the event such litigation is filed by one party against the other to enforce its rights under this
Agreement, the prevailing party, as determined by the Court's judgment, shall be entitled to
reasonable attorney fees and litigation expenses for the relief granted.
D. Prohibited Interest. No officer, or employee of the City of Jurupa Valley who

has participated in the development of this Agreement or its administration shall have any
financial interest, direct or indirect, in this Agreement, the proceeds thereof, Contractor, or
Contractor's sub-contractors, during his/her tenure or for one (I) year thereafter. Contractor
hereby warrants and represents to City that no officer or employee of the City Council or City of
Jurupa Valley has any interest, whether contractual, non-contractual, financial or otherwise, in
this transaction, or in the business of Contractor or Contractor's sub-contractors on this project.
Contractor further agrees to notify City in the event any such interest is discovered whether or
not such interest is prohibited by law or this Agreement.
E. Entire Agreement. This Agreement contains the entire understanding between

the parties relating to the obligations of the parties described in this Agreement. All prior or
contemporaneous agreements, understandings, representations and statements, oral or written,
are merged into this Agreement and shall be of no further force or effect. Each party is entering
into this Agreement based solely upon the representations set forth herein and upon each
party's own independent investigation of any and all facts such party deems material.
F. Time is of Essence. In carrying out the provisions of this Agreement, both

parties acknowledge and agree that time is of the essence.
G. Authority To Execute This Agreement. The person or persons executing

this Agreement on behalf of Contractor warrants and represents that he or she has the
authority to execute this Agreement on behalf of Contractor and has the authority to bind
Contractor to the performance of its obligations hereunder.
IN WITNESS WHEREOF, this Agreement is entered into by the parties hereto in Carmel,
California, on the day and year first written above.
CITY OF CARMEL-BY-THE-SEA:
By: _____________________________ Date: ___________________

Chip Rerig, CITY Administrator
CONSULTANT:
By: _____________________________ Date: ______________________

Debbi Bodewin, Executive Vice President
By: _____________________________ Date: ______________________

James Pappas, CEO
ATTEST:
By: _____________________________ Date: ______________________

Ashlee Wright, CITY Clerk
APRROVED AS TO FORM:
By: _____________________________ Date: ______________________

Donald G. Freeman, CITY Attorney
REQUEST FOR PROPOSAL (RFP)
DOCUMENT/ RECORDS / AGENDA
MANAGEMENT SYSTEM
Software, Implementation, and Optional Hosting Services

Document/ Agenda / Records Management Systems
Joel Staker
DOCUMENT / RECORDS / AGENDA MANAGEMENT SYSTEMS
PAGE 1 OF 31
CITY OF CARMEL-BY-THE-SEA, CA
SECTION A: RFP OVERVIEW ..................................................................................... 4

A.1 Purpose of RFP.............................................................................................................................................4
A.2 About the City ..............................................................................................................................................5
A.3 Project Background .....................................................................................................................................5
A.4 Notice to Proposers ......................................................................................................................................5
A.5 Citys Rights Reserved .................................................................................................................................6
A.6 Communication Regarding this RFP .........................................................................................................6
A.7 Register as a Proposer..................................................................................................................................6
A.8 Inquiries and Requests for Clarification ....................................................................................................7
A.9 Pre-Proposal Conference .............................................................................................................................7
A.10 Procurement Schedule ...............................................................................................................................7
A.11 Evaluation Criteria ....................................................................................................................................8
A.12 Proposal Submission Instructions .............................................................................................................8
A.13 Organization of Proposal ......................................................................................................................... 10
SECTION B: DETAILED SUBMITTAL REQUIREMENTS ......................................... 10

B.1 Cover Letter, Executive Summary and Checklists .................................................................................. 10
B.2 Company Background ............................................................................................................................... 11
B.3 Client References ........................................................................................................................................ 11
B.4 Proposed Application Software and Computing Environment .............................................................. 11
B.5 Implementation Plan .................................................................................................................................. 12
B.6 Training Plan .............................................................................................................................................. 13
B.7 Maintenance and Support Program ......................................................................................................... 14
B.8 Exceptions to the RFP ................................................................................................................................ 14
B.9 Sample Documents ..................................................................................................................................... 14
B.10 Cost Proposal ............................................................................................................................................ 15
SECTION C: SCOPE OF PROJECT .......................................................................... 15

C.1 Scope of Services ........................................................................................................................................ 15
C.2 Project Scope .............................................................................................................................................. 16
C.3 Project Staffing ........................................................................................................................................... 17
C.4 Statement of Work ..................................................................................................................................... 17
C.5 Project Schedule ......................................................................................................................................... 17
C.6 Number of Users ......................................................................................................................................... 18
C.7 Data Conversion ......................................................................................................................................... 18
C.8 Technical Standards................................................................................................................................... 18
SECTION D: CONTRACT TERMS AND CONDITIONS ............................................ 19
SECTION E: ATTACHMENTS ................................................................................... 20

E.1 Attachment 1 (RFP Submittal Checklist) ................................................................................................. 21
E.2 Attachment 2 (Signature Page) ................................................................................................................. 22
E.3 Attachment 3 (Addendum Acknowledgement Form) ............................................................................. 23
E.4 Attachment 4 (Scope of Proposal) ............................................................................................................. 24
E.5 Attachment 5 (Company Background)..................................................................................................... 24
E.6 Attachment 6 (Client References) ............................................................................................................. 25
E.7 Attachment 7 (Technical Specifications) .................................................................................................. 26
E.8 Attachment 8 (Alternative Delivery Options) .......................................................................................... 27
E.9 Attachment 9 (Personnel/Staffing) ............................................................................................................ 28
E.10 Attachment 10 (Maintenance and Support) ........................................................................................... 29
E.11 Attachment 11 (Cost)-Submit Under Separate Cover........................................................................... 30
PAGE 2 OF 31
PAGE 3 OF 31
Section A: RFP Overview

A.1 Purpose of RFP
The City of Carmel-by-the-Sea is seeking proposals from vendors for the implementation of a
Document Management System, Records Management System, and Agenda Management
System, including the conversion of data and images. The primary goal of all systems is to
streamline related business processes in multiple departments. Different vendors may submit a
proposal for all functions, or single or multiple components (i.e. vendors are welcome to propose
only the Document Management System and conversion of that data, or only the Records
Management System and conversion of that date, or Agenda Management System and
conversion of that data, or a combination of two or more systems).
Specifically, the City wishes to: (1) purchase or otherwise acquire rights to use software; (2)
retain professional services required to implement/train new users on the software; and (3)
consider hosting services for the system, including cloud hosting services as an option. The
system or systems shall be a commercially available, configurable product. The City is not
interested in a custom software solution.
While the infrastructure and maintenance will be the vendors responsibility, the City seeks to
minimize system administration effort as much as possible. This means that the system should
be intuitive so that non-technical staff members within the City can make appropriate changes
as well as configure any public-facing portal according to the Citys branding standards. If more
technical expertise is required for certain functions, the City seeks a support model that has the
vendor performing the majority of these actions.
Each proposal should include:
- Hardware requirements including storage, scanning stations, and use of existing

multifunction copiers
- Software requirements including user and system licensing structures
- Major component feature explanations of each module
- Integration with the Citys existing systems:
o Accela Financial System, Payroll and Human Resources
o iWorQ Permitting and customer service requests
o Granicus Live streaming and recording of City Council meetings
- Annual maintenance costs for support and upgrades
- Itemized module cost including workflow and Web Content management (if not a part of
the above three systems)
- Rates for scanning of past paper documents (Optional)
- Business process review, implementation, and training for the following departments:
o Administrative Services (City Administrator, City Clerk and finance department)
o Community Planning and Building
o Public Works
o Police
o Library and Community Activities
NOTE: The proposed system must work with the Citys standard PCs, enterprise server
environment and operating systems.The City uses Windows 7 workstations, Windows Server
2008 R2 and Windows Server 2012.
PAGE 4 OF 31
A.2 About the City

Carmel-by-the-Sea was incorporated as a General Law City in 1916, and has a Council/City
Administrator form of government. The major operating departments of the City are,
Administrative Services, which includes the City Administrator, City Clerk and finance,
Community Planning and Building, Public Works, Police, and Library and Community Activities.
Carmel-by-the-Sea is known for its urban forest, its beach and natural parklands and its village
atmosphere. The Citys boundary is one square mile in area, with a population that has
remained steady at around 4,000. It is located within Monterey County approximately 120 miles
south of San Francisco.
A.3 Project Background

The City currently utilizes Windows Explorer for electronic document and records management.
The City does not currently have an agenda management system to facilitate the creation and
distribution of Council or board / commission agenda packets including: the review, approval,
management, and compilation of staff reports and attachments, the publication of agenda
packets, creation of meeting minutes, and/or tracking follow-up actions required.
Granicus is utilized for the live streaming and recording of Council and board / commission
meetings and the Citys Community Planning and Building Department and the Public Works
Department utilizes iWorQ, a web-based software to save/store/track permits and supporting
documents including applications, scans of approved plans, and site photographs, as well as
customer service requests
The City has contracted with Accela for the implementation of a core financial system (accounts
payable/receivable; budget; business license; capital assets; cash receipts; general ledger;
project and grant accounting; purchasing; and treasury) and payroll/human resources
functionality (benefits; compensation planning; employee records, relations and self-service;
payroll; performance appraisal/evaluation; position control; recruitment; workers
compensation/risk; time and attendance; and training and development). This implementation is
anticipated to be completed October 2017.
Desired outcomes of the project include: (1) Streamline related business processes in multiple
departments with the provision of automated workflows; (2) Meet operational requirements and
to protect legal, fiscal, historical and other interests of the municipality embodied in the Citys
records and develop a cohesive Citywide approach to documents and records; and (3) To
continue to improve transparency and public access to City documents and records.
Key objectives of this procurement include: (1) Select and implement a software solution proven
effective and affordable in small California cities and (2) Establish a potentially long-term
relationship with a vendor partner (or partners) for provision of software and services, including
possible hosting services (on-site and/or cloud-based) and (3) Identify systems that address the
immediate need (document, records, and agenda management systems) that also provide
opportunities to integrate with software currently in use by the City, or to be implemented.
A.4 Notice to Proposers

Failure to carefully read and understand this RFP may cause the proposal to be out of
compliance or rejected by the City. Only the format described in the RFP and the attachments
included with this RFP will be accepted as compliant for the submitted proposal. Failure to
completely fill out all required attachments may result in disqualification.
PAGE 5 OF 31
A.5 Citys Rights Reserved

A.5.1 The City reserves the right to select the proposal(s) that in its sole judgment best meets
the needs of the City. The lowest proposed cost will not be the sole criterion for
recommending the contract award.
A.5.2 The City reserves the right to award multiple contracts from this RFP. While selecting
one proposal that provides all functionality for the entire RFP across all scope options is
preferred, the City will be evaluating proposals for Scope Options separately and this
may result in award of contract to different proposals for each Scope Option.
A.5.3 The City reserves the right to reject any or all proposals and to waive technicalities and
informalities when such waiver is determined by the City to be in the Citys best interest.
A.5.4 The City may modify this RFP by issuance of one or more written addenda to all parties
who have been furnished the RFP.
A.5.5 The City reserves the right to meet with select proposers at any time to gather additional
information. Furthermore, the City reserves the right to remove or add functionality (i.e.,
modules and components) until the final contract signing.
A.5.6 The City reserves the right to revise the RFP prior to the date that proposals are due. All
registered proposers will be notified of revisions to the RFP. The City reserves the right
to extend the date by which the proposals are due.
A.5.7 This RFP does not commit the City to award a contract, all proposals submitted in
response to this RFP become the property of the City and public records, and as such,
may be subject to public review.
A.5.8 The City shall not be liable for any pre-contractual expenses incurred by prospective
vendors or selected contractors, including but not limited to costs incurred in the
preparation or submission of proposals. The City shall be held harmless and free from
any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any
person or organization responding to this RFP
A.6 Communication Regarding this RFP
All communication from prospective proposers regarding this RFP must be in writing by email to
the address listed in section A.8 of this RFP. Communication by telephone or in person will not
be accepted. Attempts by, or on behalf of, a prospective or existing vendor to make telephone
or personal contact with any City employee regarding this RFP, may lead to the elimination of
that vendor from further consideration.
Attempts by, or on behalf of, a prospective or existing vendor to contact or to influence any
member of the selection committee, any member of the City Council, or any employee of the
City of Carmel-by-the-Sea with regard to the acceptance of a proposal may lead to elimination
of that vendor from further consideration.
A.7 Register as a Proposer

All firms interested in receiving further correspondence regarding this RFP are requested to
register by sending an email to Ashlee Wright at awright@ci.carmel.ca.us and provide the
following information: (1) Company name; (2) name of contact person; (3) email address; and
(4) phone number of contact person.
PAGE 6 OF 31
A.8 Inquiries and Requests for Clarification

A.8.1 In an effort to maintain fairness in the process, inquiries concerning this procurement,
including questions related to technical issues, are to be directed through email to the
following contact. Questions over the phone will not be accepted.
Contact: Ashlee Wright
Title: City Clerk
Email: awright@ci.carmel.ca.us
A.8.2 All questions concerning the RFP must reference the RFP page number, and section
heading. Questions will be answered and posted to the Citys website in the form of an
addenda to the RFP. When addenda are issued, all firms that have registered as a
proposer will be notified through email.
A.8.3 Inquiries or requests for clarification submitted prior to October 31, 2016 at 4:00 PM
(PDT) will be addressed at the pre-proposal vendor conference (and posted online).
A.9 Pre-Proposal Conference

A pre-proposal vendor conference will be held at the City of Carmel-by-the-Sea City Hall and
will last approximately one hour. Attendance at the pre-proposal conference is not mandatory.
The City will also provide the option for proposers to participate in the pre-proposal conference
by phone. Proposers are asked to register for the pre-proposal conference and provide contact
information for attendees. Proposers intending to participate in the pre-proposal conference by
phone should request call-in information when registering. Answers to questions submitted
prior to the conference by the deadline indicated on the procurement schedule will be
documented and distributed to everyone in attendance at the beginning of the Pre-proposal
conference. Answers will be emailed to any proposers participating by phone.
A.10 Procurement Schedule
The City reserves the right to change the procurement schedule. If changes are made,
proposers will be notified by the City in the form of an addendum to this RFP, emailed directly to
all registered proposers and posted on the Citys website http://www.ci.carmel.ca.us/
Procurement Schedule
October 21, 2016 RFP released
October 31, 2016 Pre-proposal question deadline (4:00 PM PDT)
November 7, 2016 Pre-proposal conference (10:00 AM PDT)
December 16, 2016 Proposals due/Opened (10:00 AM PDT)
December 23, 2016 Proposers notified for software demonstrations
Week of January 9, 2017 Software demonstrations
January 13, 2017 Proposers notified and additional discovery sessions scheduled
Week of January 23, 2017 Discovery sessions completed as applicable
Week of February 17, 2017 Notice of Intent to Award
March 7, 2017 Award of contract by City Council
March 8, 2016- April 2016 Finalize contract and commence Implementation
PAGE 7 OF 31
A.10.1 Software demonstrations will be held on-site at City facilities and will cover all functional
areas listed in this RFP. To avoid unnecessary delays, the City expects that proposers
will be available for software demonstrations and on-site Discovery sessions on the
dates identified on the procurement schedule. Proposers that cannot demonstrate their
software during the dates prescribed by the City may be eliminated. Software
demonstrations will focus on software, however it will also cover implementation. The
City reserves the right to change the dates as needed.
A.10.2 Discovery sessions will consist of an additional on-site meeting with proposers to focus
on implementation issues as needed. It is the expectation of the City that all key project
team members will be available for the on-site Discovery sessions.
A.11 Evaluation Criteria
The City will review all proposals received as part of a documented evaluation process. The
City will evaluate each proposer according to specific criteria and then will elevate proposers to
the next level based upon whether criteria has been satisfactorily met. The sole purpose of the
proposal evaluation process is to determine which solution(s) best meets the Citys needs. The
criteria that will be used to evaluate proposals may include, but are not limited to the following:
A.11.1 Proposal Evaluation
A. Implementation Approach, including data conversion and training
B. Project Management Approach/Plan
C. Technical Compatibility
D. Past Experience with Similar Organizations and References
E. Overall Understanding of the Citys Needs and Project Risk Mitigation
F. Integration of System
G. Cost
A.11.2 Software Demonstrations
A. Software demonstrations (Evaluation of software including system wide features
such as reporting, workflow, security, ease of use, etc. and ability to meet the Citys
business process needs)
B. Implementation Approach
A.11.3 Discovery
A. Software Ability of software to meet the Citys needs
B. Project Team Experience
C. Implementation Roles and Responsibilities
D. Implementation Schedule
E. Ongoing Support for the System
F. Compliance with City contract terms (See Appendix A- General Terms and
Conditions
The City reserves the right to determine the suitability of proposals on the basis of any or all of
these criteria or other criteria not included in the above list. Proposals will be scored separately
for each of the scope options.
A.12 Proposal Submission Instructions

A.12.1 Proposals are to be submitted in sealed packages with the name and address of the
Proposer and clearly marked on the exterior of the envelope or box Proposal for
Document / Records / Agenda Management System.
PAGE 8 OF 31
A.12.2 Proposals shall be submitted by the deadline to:

City Clerk
Carmel-by-the-Sea City Hall
P.O. Box CC
Monte Verde Street between Ocean and Seventh Avenues
Carmel-by-the-Sea, CA 93921
Phone: 831.620.2000
A.12.3 Proposers are required to separate their proposals into two sections, a technical
proposal and a price proposal.
Proposers are required to submit FIVE (5) hard copies and ONE (1) copy of the
technical proposal non-bound and suitable for being copied by City staff in a sealed
package that is clearly labeled with the proposers company name, the RFP name
and the words Technical Proposal. Hard copies of the technical proposal must
include a submittal letter signed by an authorized agent of each firm involved in the
proposal. The letter should include appropriate contact information for each firm.
Proposers are required to submit FIVE (5) hard copies and ONE (1) copy of the price
proposal non-bound and suitable for being copied by City staff in a sealed package,
clearly labeled with the proposers company name, the RFP name and the words
Price Proposal.
A.12.4 Proposals are due by 10:00 A.M. PDT on December 16, 2016. The City Clerk shall
record the date and time received on the exterior of the envelope or box. Proposals
shall be opened in public at 10:00 A.M. PDT on December 16, 2016. Proposers do not
need to be in attendance for the opening. The City will then review proposals based
upon the evaluation criteria in A.11.
A.12.5 Late proposals will not be accepted. Corrections and/or modifications received after the
closing time will not be accepted. Emailed proposals will not be accepted.
A.12.6 Failure to comply with the requirements of this RFP may result in disqualification.
Proposals received subsequent to the time and date specified above will not be
considered. Please note the following as part of the submittal process.
A.12.7 Signature of the proposal by the proposer constitutes acceptance by the proposer of
terms, conditions, and requirements set forth herein.
A.12.8 Use the Submittal Checklist (Attachment 2) to ensure that all required documents, forms,
and attachments have been completed and submitted as instructed.
A.12.9 By submitting a proposal, the proposer is providing a guarantee to the City that, if
chosen, it will be able to provide the proposed products and services during the period of
time discussed in the RFP.
A.12.10 Upon submission, all proposals shall be treated as confidential documents until
the selection process is completed. Once the notice of intent to award is issued by the
City, all proposals and any subsequent contract, shall be deemed public record per the
California Government Code Sections 6250-6270,California Public Records Act.
Propriety material must be clearly marked as such. Proposer must clearly identify the
sections of the proposal with the word confidential printed on the top right corner of
each page for which privilege is being claimed and each page shall be easily separated
from the proposal in order to allow public inspection of the non-confidential portions of
PAGE 9 OF 31
the proposal. The city will consider a proposers request for exemption from disclosure;
however, the City will make its decision based upon applicable law.
A.13 Organization of Proposal
The proposal must be organized into the following major sections. Specific instructions for each
section are provided in Section B of this RFP. Any required attachments must be included in
the proper section as indicated by the instructions.
Section
Number Section
1 Cover Letter, Executive Summary and Checklists
2 Overview of Proposed System/Scope of Services
3 Company Background
4 Client References
5 Functional Requirements/ Computing Environment
6 Implementation
7 Training
8 Maintenance and Support Program
9 Exceptions to the RFP
10 Additional Documents
11 Cost (TO BE SUBMITTED UNDER SEPARATE COVER)
Section B: Detailed Submittal Requirements

So that competing proposals can be compared equally, proposers must assemble their
proposals in strict adherence to the layout requirements identified in Section A.13. Failure to
follow all proposal layout requirements may result in disqualification. Proposals should be
prepared as simply as possible and provide a straightforward, concise description of the
proposed products and services to satisfy the requirements of the RFP. Attention should be
given to accuracy, completeness, relevance, and clarity of content. Proposals must address the
following questions and contain the following Sections.
B.1 Cover Letter, Executive Summary and Checklists

B.1.1 Cover letter must be completed and included as the first page of the proposal. The
cover letter must be on the proposers official business letterhead stationery and be
signed by an individual that is authorized to bind the firm contractually. Please include
Proposers name and address
Contact persons name
Contact persons telephone, fax and email
B.1.2 Executive Summary shall not exceed five (5) pages and should summarize the
proposal by providing salient features of the proposal as noted below. Avoid technical
jargon as much as is feasible and do not include pricing or cost information.
PAGE 10 OF 31
The proposers background and qualifications, including all subcontractors, for

providing software and services in a small city;
A discussion that demonstrates that the proposer understands the purpose of the
RFP and the Citys goals, outcomes and objectives and operating/business needs;
A summary of the proposed solution, the proposers assumptions and how the
solution meets the Citys needs;
An overview of the proposed system architecture, operating system and application
software and a detailed description of the benefits that can be expected by
implementing the proposed solution/system; and
Description of the Citys role and responsibilities in implementing the proposed
solution
B.1.3 Checklists should be completed and include

RFP Checklist (Attachment 1)
Signature Page (Attachment 2)
Addendum Acknowledgement Form (Attachment 3)
B.2 Company Background

(Proposal Section 3.0) Each proposal must provide information about any firm involved with
this proposal including the software vendor, implementation vendor, and/or any third party
vendors so that the City can evaluate the proposers stability and ability to support the
commitments set forth in response to the RFP. The City, at its discretion, may require a
proposer to provide additional supporting documentation or clarify requested information.
B.2.1 Complete the Attachment 5 (Company Background) for each firm included in the
proposal.
B.3 Client References
(Proposal Section 4.0) The City considers references for both the software and
implementation services to be an important part of its decision-making process to award a
contract. Proposers should assume that all provided references will be contacted. The name(s),
phone numbers, and email addresses of the project manager or person with broad knowledge
of the project for each reference must be listed. Failure to provide this information may result in
the proposer not being elevated. The City reserves the right to contact additional clients for
references, if deemed necessary.
B.3.1 Complete Attachment 6 (Client References), Customer Reference. Using the form
attached to this RFP, proposer should provide three (3) public sector client references.
Ideally, references should be similar in size to the City and have a similar
implementation scope.
B.4 Proposed Application Software and Computing Environment

(Proposal Section 5.0) The proposer must present, in detail, features and capabilities of the
proposed application software and technical environment.
B.4.1 Describe the proposed level of integration that exists between proposed third party
PAGE 11 OF 31
products and the base software. Specifically, describe the integration between both
modules within a scope option (for example, within Document / Records / Agenda
Management) and between functionality in different scope options (for example,
between Document Management and Records Management and Agenda Management).
If the proposal does not contain software for all scope options, describe the proposed
level of integration between the proposed products and third party products that would
fulfill functions listed in this RFP but not proposed.
B.4.2 Describe tools that are proposed or available with the software for integrating the
proposed system with third party applications in use at the City
B.4.3 Describe any reporting tools that are included with your proposal.
B.4.4 Describe the technical environment necessary for this software if the system were to be
hosted by the City by completing
B.4.5
B.4.6 Attachment 7 (Technical Specifications) Provide this information even if you are
proposing hosted services.
B.4.7
B.4.8 Attachment 8 (Alternative Delivery Options)
B.4.9 Describe proposed services for hosting, if applicable, including:
Information on the specific hosting services provided
Service desk support services including help desk
User Setup, Authentication and Management processes
Application support
Operational support services
Technology infrastructure services
Disaster recovery
Impact to City network and bandwidth
Will all products be hosted through the same provider?
Will the City need to host anything on its servers?
B.4.10 Explain service levels that are used to guarantee performance for the City through the
proposed hosting agreement; describe tiered level of service if any, response time and
standard metrics
B.4.11 Describe support model, including cost structure, for support calls.
B.5 Implementation Plan

(Proposal Section 6.0) This section should describe the proposed implementation plan.
B.5.1 Provide a detailed plan for implementing the proposed system. This information must
include:
Proposed phasing for roll-out of proposed system
PAGE 12 OF 31
Explanation of advantages AND risks associated with this plan

B.5.2 Explain the proposed methodology for implementation. This information must include
Overview of key implementation phases or activities
Description of key deliverables
Overview of the approach to business process improvement including a
description of specific proposed services that will be provided to help ensure the
City adopts best business practices
B.5.3 Explain the proposed vendor staffing for the project including:
How many staff will the vendor have assigned to the project
Approximate dedication to the project of each resource and approximate time
work will be completed on-site vs. off-site.
Major roles and responsibilities for each key phase and activity for
implementation.
B.5.4 Provide project team resumes for key members of the implementation team expected to
be on the Citys project. It is understood that assigning resources at this point may be
difficult, however resumes provided should at least be representative of the staff that
would make up the Citys project team. (Note: During Discovery, implementation firms
will be expected to identify and confirm project team resources.)
B.5.5 Explain proposed project management services including:
Role of the vendor project manager
Role of the City project manager
Proposed project status reports format and process
Proposed quality assurance procedures
A description of how the project manager will ensure that the Citys goals (for
both system implementation and business process improvement) are met
through this project
B.5.6 Explain the expected City staffing for the project including:
Number of resources
Key responsibilities for each resource
Assumed participation in the project (average portion of FTE). This should
include all time spent working on the project (including time spent with and
without vendor consultants)
Assumptions about prior skills / competencies of resources
B.5.7 Complete Attachment 9 (Staffing) and provide resumes as applicable.
B.6 Training Plan
(Proposal Section 7.0) This section should include the proposed knowledge transfer and
training plan and a description of all products and services proposed to train both the project
team and end users.
B.6.1 Provide an overview of proposed training plan/strategy, specifying how and when
training is to be delivered for both on-site and off-site training and web training services
for the core project team, end users, and technology personnel (if required).
PAGE 13 OF 31
B.6.2 Explain any roles and responsibilities the City is expected to provide for the training
effort including, but not limited to, training coordination, training material development,
training delivery, etc.
B.6.3 Explain your approach for ensuring a successful transition to the new system.
B.7 Maintenance and Support Program
(Proposal Section 8.0) The proposal must specify the nature of any post-implementation and
on-going support provided by the vendor including:
B.7.1 Include explanation of approach to maintenance and support, including:

Tiers of service, if any
Help desk hours and policies
Response times and other information to provide a complete picture of how the firm
proposes to provide ongoing support for the City under a maintenance/service level
agreement
B.7.2 Complete Attachment 10 (Maintenance and Support)
B.8 Exceptions to the RFP

(Proposal Section 9.0) All requested information in this RFP must be supplied. Proposers may
take exception to certain requirements in this RFP. All exceptions shall be clearly identified in
this section, and a written explanation shall include the scope of the exceptions, the
ramifications of the exceptions for the City, and the description of the advantages or
disadvantages to the City as a result of exceptions. Section D of this RFP contains standard
contract terms and conditions that the City expects to be part of the final agreements for these
services. Please indicate your willingness to comply with each condition by noting any
exceptions. The City, at its sole discretion, may reject any exceptions or specifications within the
proposal.
B.9 Sample Documents

(Proposal Section 10.0) Proposers should include sample copies of the following documents.
Although they are sample forms, the documents must contain all material terms so that the City
can fairly evaluate the proposers forms.
B.9.1 Sample software licensing agreement

B.9.2 Sample maintenance agreement
B.9.3 Sample implementation services agreement
B.9.4 Sample hosting agreement as applicable
B.9.5 Sample implementation project plan
B.9.6 Sample Training Plan
B.9.7 Sample agreements from proposed third party vendors if the City will be required to
contract directly
PAGE 14 OF 31
B.10 Cost Proposal

(Proposal Section 11.0): TO BE SUBMITTED UNDER SEPARATE COVER. Proposers
should submit their cost proposal in a separate and sealed packet according to the format
provided in Attachment 11 (Cost) to this RFP. Do not cite cost anywhere else in the proposal in
order to prevent evaluators from viewing this information. The Citys Evaluation Team will review
cost proposals after evaluating the non-cost information in the technical proposal and prior to
selecting proposers for software demonstrations.
B.10.1 Complete and submit Attachment 11

It is important that proposers use the format presented in this RFP even if an
additional format is provided. Attachment 11 (Cost) should include total price for
all software, services, and additional costs to acquire all software and services
referenced in the proposal including third party prices. If third party products or
services are included, do not provide separate version of Attachment 11 (Cost)
for each third-party product.
Do NOT use To Be Determined or similar annotations for cost estimates. The
City is asking proposers to estimate prices and hours for all categories with the
understanding that they may have to make assumptions. Such assumptions
should be stated. Proposers may submit additional pricing sheets as an
addendum to the cost template; however the cost template MUST be completed.
The City may award a purchase contract, based on initial offers received without
discussion of such offers. A proposers initial offer should, therefore, be based on
the most favorable terms available. The City may also request revised pricing
offers from proposers, and/or enter into contract negotiations thereafter.
Proposers must submit implementation costs as fully loaded rates that include all
necessary travel.
The City will require fixed maintenance fees for five (5) years following
implementation.
Section C: Scope of Project
C.1 Scope of Services
(Proposal Section 2.0) This section of the proposal should include a general discussion of the
proposers overall understanding of the project and the scope of work proposed including the
following:
C.1.1 Overall solution approach should include a discussion regarding the approach to
working with the City and include the following items:
The suggested organizational structure for the project, including both proposers
staff, and subcontractors/sub consultants to be used by proposer, and City staff,
identify the roles each would play, and the effort involved In these roles and skills
necessary to satisfy these roles
Shared risk, meaning how the firm proposes to work together with the City as a
team to minimize risk to the project
Partnering, meaning how the firm proposes to work with other vendors whose
solutions the City may implement as part of the ERP
PAGE 15 OF 31
C.1.2 Complete Attachment 4 (Scope of Proposal)

C.1.3 For each firm identified on Attachment 4 (Scope of Proposal), explain the following:
Role of the firm in the project
Statement about whether the primary proposers contract will/will not encompass
the third-party product/service and/or whether City will have to contract on its
own for the product/service
C.1.4 List and describe all proposed software modules. Proposer must explicitly state the
software product, versions and release that are proposed as well as any hardware that is
required, including make, model and configuration.
C.2 Project Scope

The scope of the project includes the software and implementation services to provide the
functions listed below. Proposers may also provide hosting services for the system.
Please address each of the following requirements in the proposal:
1. All Systems
a. Easy to use intuitive interface
b. Security tied to Microsoft Active Directory controlling what users can do and see
based on profile given. This would include the ability to grant or deny permissions
to see redactions.
c. Explanation of implementation plan including process reviews with departments
d. Logging of each documents history including workflow audit tracking
e. Easy to find documents needed based on full text search or indexed methods
f. Security Audit trail logging and reporting
g. Should be scalable for all departments
h. Ability to use a web client interface for most functions
2. Document Management
a. Ease of use in scanning/importing documents into system
b. Ability to use existing copier multi-function systems to scan documents in
addition to having scanning stations
c. Must support multiple scanning stations
d. Ability to perform image adjustments on scanned documents
e. Auto-indexing of scanned / imported documents
f. Ability to batch process scanned documents
g. Easily cross-reference documents based on keywords
h. Full-text indexing of all captured documents and zonal OCR
i. Ability to perform full-text search on entire database
j. Ability to perform custom queried searches
k. Search results should highlight term in returned documents
l. Ability to use templates to distinguish documents types and associate metadata
for indexing
m. Ability to annotate, highlight, and redact without changing original document
n. Ability to easily print, fax, or email documents. Emailed documents should have
option of using PDF format
o. Integration with Microsoft Office to where documents can be imported directly
p. Documents should be stored in non-proprietary formats
PAGE 16 OF 31
q. Users should be able to access the same document at the same time
r. Ability to rename and reorganize documents
s. Ability to import documents from Windows Explorer
3. Records Management
a. Explanation of retention schedules
b. Configurable retention schedules with triggering events
c. Meets DOD standard guidelines for records retention certification
d. Ability to manage physical records as well as scanned documents
e. System is fully integrated with document management and imaging
4. Agenda Management
a. Ability to easily post to public website
b. Ease of use in item submissions, approvals, and distributions
c. Ability to set-up workflows to meet needs including email notification
d. Ability to edit, reorder, publish and reassign items
e. Ability to record votes, motions, and actions taken for minutes creation
f. Ability to live stream and record meetings
C.3 Project Staffing

The City will make every effort to staff the project appropriately and understands that staffing a
project is key to its success. However, having a small staff, dedicated project team staffing will
be difficult. The City may seek an outside consultant to help with implementation efforts.
C.4 Statement of Work

The City will require the development of a detailed statement of work, including a high-level
project plan, prior to contract signing. The statement of work will include at least the following
and may include additional items the City deems necessary:
Project Scope
Phase details
Project resources
Project roles and responsibilities
Project change control procedures
Time commitments and project timelines
High level project plan
Except as otherwise explicitly stated in the Agreement, the vendor will furnish all labor,
materials, equipment, products, tools, transportation, and supplies required to complete the
services. Any additional services not identified in the Agreement will be mutually agreed to in
writing by each party through a change order process.
C.5 Project Schedule

The City expects a project start of March / April 2017. Implementation will be focused on the
Agenda Management System, followed by the Documents and Records Management Systems.
However proposers should recommend a proposed phasing and timeline that is the best for the
City.
PAGE 17 OF 31
C.6 Number of Users

It is difficult for the City to envision exactly who will use the system, as implementation of the
system will result in a major change for the way that the City does business. Proposers should
plan however on having all City departments with access to the system for at least a few users
to enter transactions. It is anticipated that between 15-25 users will have access. Proposers
should use the anticipated user counts to appropriately license any proposed modules (if
required) and to propose the appropriate training services to prepare all City staff for using the
system.
C.7 Data Conversion

For purposes of determining level of effort for data conversion, proposers should assume that
the City wishes to convert the all of the data and images as applicable.
C.8 Technical Standards

Current Technology Standards
Computing Systems Preference Standard

(Existing)
Desktop Operating Systems Windows 10 Windows 7
Desktop Software Office 2016 Windows Office

2003
Database Standards None SQL Server 2005,
2008
Hardware
Server Vendor None Dell
Virtual Server Acropolis (KVM) None
Internet/Intranet
Network Authentication MS Active Directory MS Active Directory
Email GSuite MS Exchange
Web Browser Chrome Chrome
Remote Access None SonicWALL
Network
Network Infrastructure 150 Mbps Internet. 50 Mbps
Gigabit Ethernet Connection to
LAN Internet.
Reporting
Report writers No preference None
PAGE 18 OF 31
Section D: Contract Terms and Conditions
Attached are standard contract terms and conditions that the City expects to be part of an
agreement with the finalist proposer(s)Exhibit A-General Terms and Conditions. Please
indicate your willingness to comply with each condition by noting any exceptions per the
instructions in section B.9 of this RFP. Contract terms in the final agreement should include but
will not be limited to those listed below.
PAGE 19 OF 31
Section E: Attachments
PAGE 20 OF 31
E.1 Attachment 1 (RFP Submittal Checklist)

Submittal Checklist
Section Item Vendor Response Section Title Vendor
Response
Begins
on Page
B.1 Cover letter, Executive Summary and
Checklist (Attachments 1-3)
E.1 Attachment 2- RFP Checklist
E.2 Attachment 3- Addendum
Acknowledgement Form
B.2 Scope of Services
E.4 Attachment 4- Scope of Services
E.4B Vendor Hosting Form (Optional)
B.3 Company Background
E.5 Attachment 5 (Company
Background)
B.4 Client References
E.6 Attachment 6- Client Reference Form
B.5 Proposed Application Software and
Computing Environment
E.7 Attachment 7-Technical Specification
E.8 Attachment 8- Alternative Delivery
Options
B.6 Implementation Plan
E.9 Attachment 9- Key Personnel/Staffing
and Resumes
B.7 Training Plan
B.8 Maintenance and Support Program
E.10 Attachment 10- Maintenance/Support
B.9 Exceptions to the RFP
B.10 Sample Documents
B.11 Cost
E.11 Attachment 11- Cost
PAGE 21 OF 31
E.2 Attachment 2 (Signature Page)

The undersigned proposer, having examined this RFP and having full knowledge of the
condition under which the work described herein must be performed, hereby proposes that the
proposer will fulfill the obligations contained herein in accordance with all instructions, terms,
conditions, and specifications set forth; and that the proposer will furnish all required
products/services and pay all incidental costs in strict conformity with these documents, for the
stated prices as proposed.
Proposer/Firm Name Address City State Zip
Authorized Representative Address City State Zip

Name and Title
Authorized Representative Email Address Phone-Office Fax

Phone-Mobile
Signature__________________________________________ Date ______________________
PAGE 22 OF 31
E.3 Attachment 3 (Addendum Acknowledgement Form)

This page is used to acknowledge any and all addenda that might be issued. Any addendum
issued within five days of the solicitation due date, will include a new due date to allow for
addressing the addendums issues. Your signature indicates that you took the information
provided in the addendums into consideration when providing your complete response.
Please sign and date

ADDENDUM NO. 1 Acknowledgement
Signature Date

Signature Date

Signature Date

Signature Date

Signature Date
If no addenda were issued, please indicate below, sign the form and return with your
response.
_____________________________________________
Proposer/Firm
_____________________________________________
Authorized Signature
PAGE 23 OF 31
E.4 Attachment 4 (Scope of Proposal)

Identify the scope of the proposal and if the proposal contains software and services for each
scope option. Scope options are defined in the RFP in section A and Section C.
E.5 Attachment 5 (Company Background)

Complete one form for each firm included in the proposal.
Company Background
Company Name:
Location of corporate headquarters:
Location of nearest office/location to the City:
Proposer Experience
Number of years in business:
Number of years providing systems/services to
public sector:
Customer Base:
Number of public sector clients, including
number in California
Number of local government clients
Number of clients on current version (specify
version)
Organization Characteristics:
Number of Employees: If Proposer is a
subsidiary, identify # of employees in proposing
company/division
Total Revenue: If Proposer is a subsidiary,
identify revenues of proposing company/division
Ownership: Privately held? Publicly traded?
Parent Company?
PAGE 24 OF 31
E.6 Attachment 6 (Client References)

Please provide at least three (3) public sector references for the software that most closely
reflect consulting projects that are similar to the Citys scope of work These references should
be sites where the proposed software was installed and has been FULLY IMPLEMENTED and
is "live. Please use the following format in submitting references.
GENERAL BACKGROUND
Name of Client:
Project Name: __________________________________________________________
Proposers Project Manager Name and Title: ___________________________________
CLIENT CONTACT INFORMATION
Name and Title: ____________________________________________________________

Organization: ______________________________________________________________
Address: ___________________________________________________________________
Phone Number: _______________________________ Email: _________________________
Number of Employees: Size of Operating Budget:
Contract Dates (From-To): __________________________ Contract Value: $____________
Summary of Project Scope & Tasks:
PROJECT SCOPE
Please indicate (by checking box) functionality installed:
Document Management System
Records Management System
Agenda Management System
TECHNOLOGY INFORMATION
Hardware, Software, Other Technology Installed/Integrated:
PAGE 25 OF 31
E.7 Attachment 7 (Technical Specifications)

Technical Specifications
Technology Architecture
Is the system available to be hosted by the City? Yes/No
Platforms supported
Optimal and minimum network requirements
Optimal and minimum database requirements
Optimal and minimum server requirements
Optimal and minimum desktop (client) requirements
Can servers be virtualized? Which virtual platforms are supported?
What is the expected size of the database, both initially and 1-5
years of growth?
What is stored in the database? Any large binary objects?
Will the database be in Full or Simple Recovery Mode?
Is content delivered through a web browser (which browsers
supported?)
Administration Toolsets/Skills
What application toolsets are included in software
What programming languages/skills required to maintain software
What tools are available to customize/modify software and
database (example: add fields, change forms)
Security
What security tools are provided in software?
How is security profile defined?
Does system support active directory?
Does system support single sign on?
Workflow
Does system have workflow tools?
Can workflow rules be applied to proposed third party solutions?
Network Bandwidth
What are bandwidth requirements?
PAGE 26 OF 31
E.8 Attachment 8 (Alternative Delivery Options)

*Attach additional pages if necessary
Alternative Delivery Options (SaaS, PaaS,
IaaS)
Contract
Describe any minimum contract periods
(example: Minimum of 5 year)
After contract period, is it possible to
transition to self-hosted model? Describe
what is required for transition and cost
Proposed Services
Number of users
Number of database instances (please list)
Describe proposed disaster recovery services
Describe proposed application availability
service level
Security
Describe security including firewalls,
authentication, and architecture of data center
Describe network level security
Describe physical security of data center
Describe data center security policies
including background checks on employees
and other measures to protect confidentiality
and sensitivity of Citys data
Support
Describe operations support
Describe back up procedures and testing of
backups and other quality assurance
processes to ensure the backup is working
correctly.
Describe process for installing patches and
updates
Describe process for roll-back of patches and
updates if major functionality is broken as a
result of the patch and/or update
PAGE 27 OF 31
E.9 Attachment 9 (Personnel/Staffing)

The Proposer shall include the names and detailed resumes of all proposed contractor key
personnel, including references for the work performed by each of the staff. The Proposer must
fill out the table below and include detailed resumes in a consistent format with the submittal.
Proposed Contractor Personnel

Name
Position Title
Key Position as Specified in the RFP
Project Manager Experience Desired Actual Proposed Managers Relevant

Years Years Experience
Worked as Project Manager 5
on comparable projects
Experience directing and 5

overseeing all phases of
Document / Records / Agenda
management system,
including, but not limited to,
projects involving multiple
business views, integration
with 3rd party software,
interfacing with other systems
and databases and training
and customer service
Experience managing projects 3
similar or larger in scope as
the project identified within
this RFP
Experience managing a team 3
of 5 people or more
PAGE 28 OF 31
E.10 Attachment 10 (Maintenance and Support)

Proposed Maintenance and Support
Post-implementation Support:
Days of on-site support after go-live
Other on-site support after go-live (month
end, quarter end, year end, open enrollment,
etc.)
Support Options:
Support Packages Offered (Bronze, Silver,
Gold, etc.)
Support Package Proposed
Other Support:
Remote desktop support
Additional on-site support
Telephone Support:
Hours available (and time zone)
Problem Reporting and Resolution
Procedures
Response time for various levels of severity
User Groups:
Local User Group
User Group Members (number)
Third Parties:
Support provided for third party products?
Upgrades/Patches:
Upgrade Frequency (major and minor
releases)
How are upgrades delivered?
Are upgrades required?
How many versions are currently supported?
PAGE 29 OF 31
E.11 Attachment 11 (Cost)-Submit Under Separate Cover

Proposer Name: _________________________________
1. One-time Costs
Description Proposed Price
Estimated Hardware Acquisition Cost
Proposed Application Software Licensing
Fees
Third Party Software (i.e. operating system,
databases, reporting tools)
Application Development/Customization
Installation/Implementation
Project Management
Training, including all materials
Travel expenses
Other One-Time Costs
Total One-Time Costs
2. Hardware
Description (Make, Model, Configuration) Proposed Price
Other One-Time Costs

Total Costs
3. Software (Product, Version, Release)

Total Costs
4. Travel Expenses
Total Costs
PAGE 30 OF 31
5. Other One-Time Costs

Description (enhancements, additional Proposed Price
modules, communications, etc.)
Total Costs
6. Reoccurring Annual Costs

Description (maintenance and support Proposed Price
fees, etc.)
Total Costs
7. Escrow
Escrow Fees Proposed Price
Year 1
Year 2
Year 3
Year 4
Year 5
Total Costs
8. Other Value-Added Services

Total Costs
9. Optional Services- Hourly Rates

Position/Role Hourly Rate
Total Costs
PAGE 31 OF 31
CITY OF CARMEL-BY-THE-SEA Ljcs
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Carmel-by-the-Sea- City Hall

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ATIN: Ash lee Wright
Dear Ash lee Wright,
Thank you for including us in your request for proposals for a Document I Records I Agenda Management
System project. We are committed to meeting and exceeding the City's comprehensive document
management needs for its immediate and future requirements.
ECS Imaging, Inc. is submitting our turn-key solution with the award winning Laserfiche Document
Management System to provide document and records management, We are confident that the system will
deliver all of the required functionality with capabilities that will enable the City to leverage its existing
assets, manage and secure business records, and allow for continued growth. The system will be
implemented by a team of professionals who have been providing and supporting Laserfiche systems to city
government for more than 20 years. ECS has an installed base of over 350 Laserfiche clients in 13 states with
a strong emphasis on local government and education, We offer a complete range of Laserfiche related
imaging services including: software, hardware, consulting, integrations of applications, special programs,
project management, data conversion, scanning services, microfilm/fiche conversion, on-site training, on-site
support, telephone support and remote support. We have over 26 years of experience in the industry and 21
years with Laserfiche.
Unique in the industry, ECS offers a complimentary Annual Conference for our clients and quarterly user
groups with Free Training. We believe in providing continued added value to our clients in an ongoing basis
and assisting them in utilizing the solutions we provide to the maximum potential. Additionally, ECS provides
enhancements to Laserfiche which are already integrated such as NovusAGENDA, CMA Email Management,
and DocuSign Digital Signature solutions, all of which significantly improves the paperless environment and
simplifies your business processes.
As the largest provider of Laserfiche solutions in the Western United States, ECS maintains the largest and
most experienced engineering, training, and project management staff to serve you. By choosing ECS
Imaging the City will join an ever-growing number of municipalities in California who prosper from our
experience and knowledge of having implemented and supported Laserfiche systems for local government-
including most recently the City of East Palo Alto and the City of Fresno. ECS looks forward to serving the the
City and ensuring success in its endeavor to streamline and better secure its document management and
record keeping processes.
Thank you.
Sincerely,
M~ct.~
Pete Herschelman AI Carrion
Vice-President, N. CA Sales Account Manager
(925) 586-7549 (408) 771-4916
pete@ecsimaging.com al@ecsimaging.com
DOCUMENT I RECORDS I AGENDA MANAGEMENT SYSTEM 2
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Table of Contents
Executive Summary ...................................................................................................................................... 5
Attachment 1- RFP Checklist ....................................................................................................................... 7
Attachment 2- Signature Page .................................................................................................................... 8
Attachment 3- Addendum Acknowledgment Form ................................................................................... 9
Attachment 4- Scope of Proposal ............................................................................................................. 10
All Systems .............................................................................................................................................. 10
Document Management ........................................................................................................................ 11
Records Management ............................................................................................................................ 13

l
_Agend_il Management ....................................................................................................................~ ....... 14-
_ECS Imaging Company Background ............................................................................................................ 15

1
Brief History ............................................................................................................................................ 15
I
Executive Management .......................................................................................................................... 16
Organizational Chart ............................................................................................................................... 17
Technical Support Manager ............................................................................................................... 17
Technical Support Team ..................................................................................................................... 17
Technical Capabilities ............................................................................................................................. 18
Attachment 5- Company Background ....................................................................................................... 20
Attachment 6- Client References .............................................................................................................. 22
Complete list of City Government Clients ............................................................................................. 26
Proposed Application Software and Computing Environment .................................................................. 27
NovuSolutions- NovusAGENDA Meeting and Agenda Management ................................................... 27
Laserfiche Document Management Solution ......................................................................................... 39
Proposed Software Product Descriptions and Functionality ...................................................................... 42
Laserfiche Records Management ........................................................................................................... 53
Optional Laserfiche Software Product Descriptions .............................................................................. 54
Software and Hardware Specifications .................................................................................................. 56
Attachment 7- Technical Specifications ................................................................................................ 58
Attachment 8- Alternative Delivery Options ......................................................................................... 61
Laserfiche Cloud Option ......................................................................................................................... 63

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Implementation Plan ...... ,........................................................................................................................... 64
Project Management Methodology ....................................................................................................... 64
Roles and Responsibilities ...................................................................................................................... 65
Project Plan ............................................................................................................................................. 66
City Project Staffing ................................................................................................................................ 70
Attachment 9- Personnel/Staffing ........................................................................................................ 70
Training Plan ............................................................................................................................................... 74
End User Training ................................................................................................................................... 74
Administrator Training ........................................................................................................................... 74
Power-User Training ............................................................................................................................... 75
Additional Training ................................................................................................................................. 76
ECS User Groups and Annual Client Conferences .................................................................................. 76
Maintenance and Support Program ........................................................................................................... 77
ECS Maintenance and Support ............................................................................................................... 78
ECS Direct Support I Extended Support Hours ....................................................................................... 78
Escalation Process .................................................................................................................................. 79
Attachment 10- Maintenance and Support .......................................................................................... 79
Exceptions to the RFP ................................................................................................................................. 81
Sample Documents ..................................................................................................................................... 82
Professional Services Agreement ........................................................................................................... 82
ECS Priority Support Agreement ............................................................................................................ 93
Master Services Agreement ................................................................................................................... 95
Laserfiche Cloud Solution Provider Agreement ................................................................................... 100

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Executive Summary
ECS Imaging, Inc. is pleased to present our proposal for the design and implementation of an Electronic
Document Management System and Agenda Management Solution to the City of Carmel-by-the-Sea.
The objective is to provide a turn-key solution that includes electronic document management and
agenda management capabilities in an integrated environment.
The proposed solution, while meeting the required capabilities, provides easy-to-use document
management, document storage and retrieval capabilities through an intuitive and flexible interface that
will be customized to meet the needs of the City of Carmel-by-the-Sea. Flexible licensing allows us to
deliver the solution the City of Carmel-by-the-Sea currently needs, and will allow scalability for future
growth. We've proposed a solution that will utilize a single centralized repository, controlled through
security. Users will access the system through a user-friendly, Windows-centric or Web browser
interface. The proposed capture platform will automate the recognition, indexing, and filing of
documents with a built-in interface to the rest of the system.
ECS Imaging is submitting this proposal to deliver a document management and agenda management
solution that provides a central repository for storing the City of Carmel-by-the-Sea's documentation
and images as well as a way to easily manage the agenda process. This solution is based on City of
Carmel-by-the-Sea's recognition that there are opportunities to improve access to information,
consistency, and accuracy of stored data and client service. In addition, the City of Carmel-by-the-Sea
realizes that it has an opportunity to ensure that information is readily accessible to those who need it,
namely the City of Carmel-by-the-Sea's employees and constituents.
Based on our experience working cities of similar size we believe it is likely that not all the functional
requirements set forth in the RFP will be needed immediately. While Laserfiche is a fully functional
enterprise system that can meet all the requirements, we believe we can work with you based on our
experience working with over 100 cities in the state to bring the cost of the proposal down considerably-
if price is a concern to the city- without hurting the overall experience of using the system. One potential
option to lower costs would be to embrace a cloud based option, which we have included in our proposal
as an option. Another option would be to line-item specific functionality or professional services that
greatly contribute to the cost, but which may not provide an overall benefit to the operations of the City.
We hope to can discuss these possibilities with you.
Since 1987, Laserfiche has grown from a system to image documents to providing full capabilities to
manage documents and content. In the recent years Laserfiche has added the following capabilities:
integration with Novus Agenda {and many other agenda providers), Electronic Forms, Advanced
Workflow and Integration Capabilities, Mobile, and DoD certification. Laserfiche Mobile Access allows
access to Laserfiche through your iPad and/or iPhone mobile devices. And Laserfiche Forms allows users
to fill out forms online and automate business processes.
In addition, Laserfiche provides a user-friendly interface and a full capture capability. Laserfiche is a
flexible and configurable system allowing you to start with any number of users and grow to a full
enterprise system as the need occurs.
DOCUMENT/ RECORDS/ AGENDA MANAGEMENT SYSTEM 5

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The proposed solution, while meeting the required capabilities, provides easy-to-use document
management, document storage and retrieval capabilities through an intuitive and flexible interface that
will be customized to meet the needs of the City of Carmel-by-the-Sea. Flexible licensing allows us to
deliver the solution the City of Carmel-by-the-Sea currently needs, and will allow scalability for future
growth. We've proposed a solution that will utilize a single centralized repository, controlled through
security. Users will access the system through a user-friendly, Windows-centric or Web browser
interface. The proposed capture platform will automate the recognition, indexing, and filing of
documents with a built-in interface to the rest of the system.
ECS will provide the experience and knowledge we have gained through the installation of over 3SO
systems in the United States. Maintaining systems from Mississippi to the Hawaiian Islands, from our
two offices in California, has given us experience for installations and maintenance, no matter where our
client exists.
ECS Imaging has been California's largest provider of Laserfiche enterprise content management
solutions since 1995. ECS Imaging Inc.'s long history of successful installations and "Client Centric"
approach to building comprehensive solutions is underscored by our extensive list of supported
accounts. ECS can help the City of Carmel-by-the-Sea:
1. Centrally manage records and retention

2. Instantly find any record by word, phrase, or your preferred filing categories
3. Reduce costs of paper duplication and storage
4. Protect information from disaster and unauthorized use
5. Retrieve supporting documents while working with other applications
6. Streamline processes with automated workflow and notifications

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Attachment 1 - RFP Checklist
Attachment 3- Addendum
Form
E.ll Attachment 11- Cost Cost

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Attachment 2- Signature Page
The undersigned proposer, having examined this RFP and having full knowledge of the condition under
which the work described herein must be performed, hereby proposes that the proposer will fulfill the
obligations contained herein in accordance with all instructions, terms, conditions, and specifications set
forth; and that the proposer will furnish all required products/services and pay all incidental costs in
strict conformity with these documents, for the stated prices as proposed.
Proposer/Firm Name Address City State Zip
ECS Imaging, Inc. 5905 Brockton Ave., Suite C Riverside CA 92506
Authorized Address City State Zip

Representative Name
and Title
Pete Herschelman 5052 Forni Drive, Suite A Concord CA 94520
Authorized Email Address Phone-Office Fax

Representative Phone-Mobile
M ,rt,cLc,___ ~ete@ecsimaging.com (925) 586-7549 (951) 787-0831

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Attachment 3- Addendum Acknowledgment Form
This page is used to acknowledge all addenda that might be issued. Any addendum issued within five
days of the solicitation due date, will include a new due date to allow for addressing the addendum's
issues. Your signature indicates that you took the information provided in the addendums into
consideration when providing your complete response.
Please sign and date

Signature Date

Signature Date

Signature Date
ADDENDUM NO.4 Acknowledgement

Signature Date
ADDENDUM NO.5 Acknowledgement

Signature Date
If no addenda were issued, please indicate below, sign the form and return with your response.
ECS received and reviewed the Schedule Amendment and Answers to Questions, but no Addendum
were issued.
ECS Imaging, Inc.

Proposer/Firm
Authorized Signature

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Attachment 4- Scope of Proposal
All Systems
a. Easy to use intuitive interface
Laserfiche is designed with the same look and feel throughout. It is easy to use, easy to learn, and easy
to install.
b. Security tied to Microsoft Active Directory controlling what users can do and see based on profile
given. This would include the ability to grant or deny permissions to see redactions.
Laserfiche provides support for Windows or LDAP authentication: allowing a user to log in to a
Laserfiche repository based on Windows or LDAP credentials. Windows Active Directory users can log in
by selecting the Use Windows Authentication option.
c. Explanation of implementation plan including process reviews with departments

We have provided an implementation plan.
d. Logging of each document's history including workflow audit tracking

Laserfiche tracks all events that occur in the system including document history and workflow processes.
e. Easy to find documents needed based on full text search or indexed methods
Laserfiche supports the ability to retrieve documents through a full text search or by metadata.
f. Security Audit trail logging and reporting

We have included Laserfiche Advanced Audit Trail with Watermark in the proposal. With Audit Trail you
can:
Track almost any user action, from login and logout to creating, modifying, printing and deleting
documents.
Create detailed reports, which you can easily filter, sort and graph to identify trends and isolate
behavior patterns.
Expedite audits by producing reports listing all the actions taken on a particular document or
record.
Meet diverse business needs with three modules that monitor varying events in the Laserfiche
repository.
g. Should be scalable for all departments

The system is very scalable and would easily meet the needs of the entire City of Carmel-by-the-Sea and
all departments for document management.
h. Ability to use a web client interface for most functions

Laserfiche Web Access provides user access via a web browser. Web Access provides the same
functionality as the desktop client.

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Document Management
a. Ease of use in scanning/importing documents into system
Laserfiche provides a built-in intuitive scanning interface that allows users to scan paper document into
the system, add document enhancement features, and
b. Ability to use existing copier multi-function systems to scan documents in addition to having
scanning stations
Laserfiche supports scanning using an MFP (Multi-Function Peripheral). An optional module called
Import Agent can monitor a network folder and automatically pulls documents from the folder into
Laserfiche. It can also index and store the document in the appropriate folder.
c. Must support multiple scanning stations

Laserfiche supports an unlimited number of scanning stations.
d. Ability to perform image adjustments on scanned documents

The Laserfiche scanning interface provides document enhancement features such as deskew, despeckle,
border removal, blank page removal, and many others.
e. Auto-indexing of scanned I imported documents

Laserfiche Quick Fields provides auto-indexing of scanned and imported documents. We have included
Quick Fields, Quick Fields Agent, and Zone OCR and Validation Package in the proposal.
f. Ability to batch process scanned documents

Laserfiche supports the ability to scan one document at a time or a batch of documents depending on
the scanning mode selected when opening the scanning interface.
g. Easily cross-reference documents based on keywords

Documents can be linked together or added to a link group, this provides the ability to cross-reference
documents so that they will be returned when searching_Qy key"'w"o"r.,d~._________________ . _ _..
h. Full-text indexing of all captured documents and zonal OCR

Laserfiche supports full text indexing such that all type written text on the document can be extracted
and saved along with the document. We have also included Quick Fields Zone OCR in the proposal.
i. Ability to perform full-text search on entire database

Laserfiche supports the ability to perform a full-text search on the entire repository.
j. Ability to perform custom queried searches

Laserfiche Advanced Search provides custom queried searches. One of the benefits of using advanced
search to perform text searches is performing more complex text searches, such as searching for
multiple words or phrases. All advanced search types can be customized with advanced search
operators and wildcards.

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k. Search results should highlight term in returned documents

When you have performed a search, the results of your search will be displayed in the Contents Pane. If
your search was a full-text search, or an annotation text search, the Context Hits pane will appear in the
bottom half of the Contents Pane. The search term will be highlighted in the list with the page number
on which it appears and the sentence within the document in which it appears.
I. Ability to use templates to distinguish documents types and associate metadata for indexing
Laserfiche provides document templates. It is recommended that when documents are added to the
system they are assigned a document template that identifies the document type and associated
metadata fields.
m. Ability to annotate, highlight, and redact without changing original document

Annotating the content in your Laserfiche document allows you to add additional information to a
specific page. Certain types of annotations can be applied to either an image or text, while others can
only be placed on an image. The specific annotation's properties dialog box allows you to mark
annotations as protected or private, record comments, view the creator, view the date created, and
view when the annotation was last modified.
You can add comments, view the creator, view the creation date, and see when an image annotation
was last modified. You can also mark it as protected or private. Marking image annotations as protected
prohibits users from modifying them. Marking them as private prohibits users from viewing them.
Although annotations are saved with a document, they do not modify the original image or text file on
which they are placed.
n. Ability to easily print, fax, or email documents. Emailed documents should have option of using PDF
format
Any document in the system can be easily printed, faxed using a fax server, and/or emailed. Users can
choose whether or not to send the document as a PDF.
o. Integration with Microsoft Office to where documents can be imported directly

Office Integration is a Laserfiche component that allows users to take advantage of Laserfiche features
when working with Microsoft Word documents, Excel spreadsheets, PowerPoint presentations, and
Outlook messages in their native Microsoft Office applications. Using Office Integration, you can quickly
send files to Laserfiche directly from Office applications, update electronic documents already in your
repository from within their native Office applications and easily attach Laserfiche documents to
Microsoft Outlook e-mails.
p. Documents should be stored in non-proprietary formats

Documents are stored as Group IV TIFF, a non-proprietary format.
q. Users should be able to access the same document at the same time
Documents stored in the system can be viewed by multiple users. If changes are being made, the
changes will not take effect until the document is saved.

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r. Ability to rename and reorganize documents

Any document in the system can be easily renamed and reorganized.
s. Ability to import documents from Windows Explorer

Documents that are saved to a network folder, local machine, or your desktop can be easily dragged and
dropped into laserfiche.
Records Management
a. Explanation of retention schedules
Retention Schedules are created and defined in the Laserfiche Administration Console and apply to
record series, record folders, or individual records in the laserfiche client applications. Before creating a
retention schedule, first create any location definitions that will be used, and then define the retention
and disposition instructions for the retention schedule. The retention schedule defines the following:
How long records must be retained.

The order, duration, location, and instructions for transfers.
The final disposition of the records.
The event(s) that would trigger an alternate retention schedule, if applicable.
A retention schedule will be associated with each record series, record folder or individual record. Each
retention schedule consists of the following properties: Name, Description, Retention period, Interim
transfer locations, Final Disposition, Archival location, Retain metadata option, and Alternate retention
event option
b. Configurable retention schedules with triggering events

laserfiche Records Management supports retention schedules that include triggering events such as an
alternate retention schedule or an event date,
c. Meets DOD standard guidelines for records retention certification

laserfiche Records Management meets the DoD 5015.2 compliance requirements.
d. Ability to manage physical records as well as scanned documents

Records can be generated in laserfiche with metadata, but without pages. This allows you to create
place holders for physical records that can be searched in tandem with the electronic files. The results
can be displayed as a single search result.
e. System is fully integrated with document management and imaging

laserfiche is a suite of applications designed to work together with the same look and feel throughout.
Document Scanning is a built-in interface to the Content Management module with Business Process
Management available through the Workflow module and Records management with full integration to
the rest of the system.

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Agenda Management
a. Ability to easily post to public website
NovusAGENDA will easily and seamlessly integrate with your website.
b. Ease of use in item submissions, approvals, and distributions

Easily add new items, copy old items to a new meeting, provides distribution and approval process.
c. Ability to set-up workflows to meet needs including email notification

NovusAGENDA workflow notifies users when items are waiting for their approval. Workflows are
created to your standard and are extremely flexible.
d. Ability to edit, reorder, publish and reassign items

NovusAGENDA lets you easily edit items, reorder agenda items, reassign items to another meeting, or
publish the entire agenda.
e. Ability to record votes, motions, and actions taken for minutes creation
NovusMEETING allows you to record motions, votes and minutes in an easy to use interface.
f. Ability to live stream and record meetings

Video Streaming is available to all clients. We offer a variety of streaming options including live
streaming and archives along with options to do your own video indexing our having us do that task for
you. Our Video streaming option is the only service available where you can outsource the labor for
video indexing to us at very affordable rates.

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ECS Imaging Company Background
Brief History
ECS Imaging was founded in 1990 by CEO, Jim Pappas, a pioneer in the content management industry.
Mr. Pappas began the company with two employees selling scanner and server hardware during a time
when content management solutions were uncommon. Originally called Empire Computer Solutions,
ECS Imaging became a Laserfiche Value Added Reseller (VAR) in 1995 and has achieved top performance
recognition consistently ever since. ECS has over 25 years of industry experience and 21 years with
Laserfiche.
ECS Imaging is a world-class Laserfiche provider and has continuously been ranked as the top value
added reseller (VAR) in the Western United States for 20 consecutive years. We focus our efforts on
helping organizations become more efficient by eliminating paper-based business processes. We
specialize in providing government and commercial organizations innovative turn-key document
management solutions with the award winning Laserfiche Enterprise Content Management Systems,
and we are a Gold Certified Laserfiche Reseller.
ECS Imaging is a full service document management solutions provider and currently employs 46 full
time staff providing the following range of services:
Project Management
Laserfiche Software Installation
Software and Hardware Integration
Document and Content Management
Electronic Forms and Digital Signature Solutions
Data Conversion Services
On-going Support of Software and Hardware
On-Site Training and Support
Scanning Services (including Large Maps, Microfilm, Microfiche conversion)
Integrations with 3'' party applications
Custom Application Development . 2016 Laserfiche"
Documentation . , WINNERS CIRCLE VAR
Complimentary Quarterly User Group Workshops
Annual Complimentary Client Conference
We focus on the goal of helping organizations of all sizes improve business operations and increase
productivity and we can help your organization:
Eliminate paper based processes
Automate data and information collection
Simplify the management and access of business records
Secure information from unauthorized use
Attain Records Management Compliance
Convert paper and Microfiche/film to versatile digital images

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Executive Management
Jim Pappas -Chief Executive Officer

Founder of ECS Imaging -December 1990
With over than 50 years of experience in the mainframe, server and personal computer service industry,
Jim's extensive expertise drives on-going success for ECS. Customer-driven services have always been a
policy implemented due to the instilled value for customer service Jim has taken with him throughout
his career. He believes in always doing what is right for the customer. Jim received a BS from the
University of Virginia.
Debbi Bodewin - Executive Vice-President

With ECS Imaging Since November 1995
Debbi is ECS Imaging's senior marketing executive with over 25 years of experience in customer service
and marketing. Debbi has been instrumental in consulting with and assisting hundreds of clients with
their paperless transition to Laserfiche. Debbi holds a Bachelor of Arts in Business from California State
University, San Bernardino.
Pete Herschelman - Vice-President

With ECS Imaging Since February 2002
A decade of dedicated history with ECS Imaging, Pete has proven himself as an outstanding committed
veteran of the company with a mastery of Laserfiche products since the mid-90s. Prior to document
imaging experience, Pete was an expert in the Microfilm/fiche field which gives him a background of
over 20 years of helping customers go paperless.
James Green - Chief Operating Officer

With ECS Imaging Since September 2008
James executes the strategic vision for the organization and oversees all day-to-day operations. Prior to
his current role, James held the positions of Project Manager and Senior Consultant at ECS and Sales
Engineer at Laserfiche. As an active member of the Enterprise Content Management community, James
is actively involved in standards committees for both the American National Standards Institute (ANSI}
and Association for Information and Image Management (AIIM}. James is a graduate of the University of
California at Irvine, with a B.A. in Economics and a founding member of Young Alumni Committee.
Chad Rodriguez - Chief Technology Officer

With ECS Imaging Since March 2010
Chad was hired at the start of 2010 for his academic background and extensive experience in technology
management and consulting. Previously Chad worked at Laserfiche and oversaw all technical support
issues and was frequently involved behind the scenes providing quality assurance testing of the
Laserfiche software. Prior to Laserfiche Corporate, Chad also worked in the private and government
sectors in system and network administration. Chad holds a BS in Computer Science and an MBA with a
concentration in Management, Leadership, and Information Technology from the University of La Verne.
He also completed Cisco Certified Network Administrator and CompTIA Security+

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Organizational Chart
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Petl!l:feJSdtlilrmrt Dl!bbllladewln
VIce Praoldont l!uo;UIIya Vice Pwi!Enr;
Technical Support Manager
Jesse Martinez
Industry Experience 9 Years
With ECS Since February 2007
BS in Computer Technology from ITI
Kofax Ascent Capture 7 Certification
Technical Support Team
Shelby Chung Kevin Ng

Business Analyst I Project Manager Solutions Engineer
Industry Experience 6 Years Industry Experience 3 Years
With ECS Since July 2010 With ECS Since January 2013
BS in Business and BS in Computer Science from UC Riverside BS in Mechanical Engineering from San Jose
State University

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Bich Pham Rick Parker

Technical Associate and Developer Solutions Engineer I Project Manager
With ECS Since July 2010 With ECS Since February 2014
BS in Computer Science from UC Riverside BS in Information Technology from American
Programming Languages: C, C++, PHP, Pearl, Java, ASP, Visual Intercontinental University
Basic Telecommunications Management from Devry
Tommy Do Israel Sandoval

Technical Associate Technical Associate
Industry Experience 4 years Industry Experience 12 Years
With ECS Since September 2012 With ECS Since June 2010
Graphics/Business Major at Mt. San Antonio College (in BA in Philosophy from Cal Baptist University
progress) Certified MS Desktop Support Technician
Cristobal Guerrero Sophia Ponce

Technical Associate Technical Associate and Trainer
With ECS Since January 2014 With ECS Since October 2008
BS in Computer Science from CSU, San Bernardino
Paul Pastor Lana Amin

Technical Associate Technical Associate
Industry Experience 1 year Industry Experience 2 Years
With ECS Since October 2016 With ECS Since May 2015
Matthew Rodriguez
Technical Associate
Industry Experience 1 year
With ECS Since October 2016
Technical Capabilities
With the largest technology staff of any laserfiche VARin the Western US, we have the expertise,
experience, and proficiency to successfully install any size laserfiche system for any type of business.
We have installed systems for individual departments, multiple departments, multiple locations, and
enterprise-wide.
System Design and Configuration

ECS promotes the extended use of laserfiche through additional customization to configure process
automation and the personalization of user interfaces to provide a more simplified end user experience,
these customizations include but are not limited to:
Repository and Folder Structure Consulting and Design

Records Management and Retention Schedules
Security Profiles and Compliance Requirements
Designing Workflows (routing automation)
Designing Quick Fields Sessions (capture automation)

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Design and Implement eForms (fillable electronic forms to collect information)

Business Process Management Consulting
Scanner Recommendations, Maintenance and Support
Data Storage Devices and Trusted Systems
System Integration Experience

Integrations with 3' Party Applications:
Financial Systems: lnCode-Tyler Technologies, Munis Financial, JD Edwards, Eden Financial,

Oracle Financial, Springbook, QSS, Peoplesoft Financials
ERP Systems: Peoplesoft, Datatel, Microsoft Navision, Linux based Green-screen
Permit Systems: CRW Permits, H.T.E., Accela, Eden, Tyler Technologies-Energov
GIS Systems: ESRI, AutoDesk, Geo Docs
law and Justice: lSD Court Case Management, HITS (Hawaii Island Tracking System), ECS Custom
Upload to District Attorney, Mugshot and Sixpack Applications
Other Applications: CMA Email Archiving Integration, PlanetPress Transactional Documents
Integration, ARX Digital Signatures, Ratchet X, Lincware eForms, Microsoft SharePoint
Data Conversion Experience

Data Conversions performed by ECS Imaging:
Questys Papervision Excalibur

File Net Alchemy Exigen- Visiflow
LibertyNet Microsoft Access Fortis/File Magic
AX/OTG/Legato OpenText Alfresco
Sire Minolta Stellant
Industry Experience
All ECS Executive, Sales and Technical staff attend training sessions on an annual basis. Staying up-to-
date and informed on the latest features and enhancements within laserfiche and the Document
Management Industry provides our clients with the best consulting and support services available. All
ECS Technicians are certified and ECS is a Gold Certified laserfiche Reseller. ECS Technical staff currently
holds over 200 laserfiche Certifications collectively.
The experience working with more than 350 clients in both the public and private sector and decades of
being recognized as the leading laserfiche Value Added Reseller (VAR) has given us the expertise and
capability to successfully manage projects of any size. We take great pride in providing superior and
consistent technical support that exceeds the requirements of our clients. ECS has extensive experience
installing and supporting laserfiche systems for organizations in the following industries:

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Attachment 5- Company Background
Company Background
Company Name: ECS Imaging, Inc.
Location of corporate headquarters 5905 Brockton Ave., Suite "C" Riverside, CA
Location of nearest office/location to City: 92506
25

number in California: Over 300
Number of local government clients: Over 100

34, Version 10
version):
Number of Employees: If Proposer is a 46 full time employees

subsidiary, identify# of employees in proposing
company/division
Total Revenue: If Proposer is a subsidiary, $5 million annually
identify revenues of proposing company/division
Ownership: Privately held? Publicly traded? Privately owned
Parent

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Company Background
Company Name: NovuSolutions
Location of corporate headquarters 3820 Northdale Blvd Suite 205A Tampa, FL
Location of nearest office/location to City: Tampa FL
16
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number in California Over 400 Nationwide, over 20 in California
Number of local government clients Over 400 Nationwide

Over 380
version)
Number of Employees: If Proposer is a

subsidiary, identify# of employees in proposing
company/division
Total Revenue: If Proposer is a subsidiary, NovuSolutions does not disclose financial
identify revenues of proposing company/division information
Ownership: Privately held? Publicly traded?
Parent I Held

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Attachment 6 - Client References
Please provide at least three (3) public sector references for the software that most closely reflect consulting
projects that are similar to the City's scope of work These references should be sites where the proposed software
was installed and has been FULLY IMPLEMENTED and is "live." Please use the following format in submitting
references.
GENERAL BACKGROUND
Name of Client: Citv of Saratoga
Project Name: ,La.,s.,.e,_,rfi"'IC.eh.,.e~--------------------

Proposer's Project Manager Name and Title: Pete Herschel man, Vice-President
Name and Title: Leo Salindong. Systems Administrator
Organization: Citv of Saratoga
Address: 13777 Fruitvale. Saratoga. CA 95070
Phone Number: ~.:14.,0,.8,.,1,8"'68..:-01'"'27'-'0"----------

0 Email: lsali ndong@saratoga.ca.us
Number of Employees: Size of Operating Budget: N/A
Contract Dates (From-To}: 2004- Present Contract Value: $15,149

ECS has been supporting the City's Laserfiche system since early 2004 in the City Clerk, City Manager, Planning,
and Engineering Departments. After several upgrades the City is currently using Laserfiche Avante with 36 users,
Distributed Computing Cluster, Laserfiche Forms, Starter Public Portal, Web Access, Agenda Manager, Quick
Fields, and Real Time Lookup.
ECS provided Professional Services to design a Workflow to process contracts for signature. The process involves
the approval of documents by signature as it moves from department to department. If the document is
rejected it can be sent back to the original submitter at any time during the process. Having Workflow allows
the City to deploy other workflow-based processes. ECS has also provided scanning services.
PROJECT SCOPE
lZl Document Management System
D Records Management System
lZl Agenda Management System
Hardware, Software, Other Technology lnstalle:d/lntegrated: Fujitsu Scanner

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GENERAL BACKGROUND
Name of Client: City of Cupertino
ProjectName:~La~s~e~rfl~c~h~e~--------------------------------------------
Proposer's Project Manager Name and Title: Pete Herschelman, Vice-President
Name and Title: Grace Schmidt. City Clerk

Organization: City of Cupertino
Address: 10300 Torre Avenue, Cupertino. CA 95015
Phone Number: ,14.,0,8Ll7L7'-'7'-'-"'32,2.,4,_______________ Email: Graces@cupertino .org
Number of Employees: Size of Operating Budget: NIA
Contract Dates (From-To): 2000- Present Contract Value: $24.294 (Current)
We installed Laserfiche in the City Clerk's Department in 2000 and have been supporting and helping grow their
system for over 15 years. The City is currently has 75 users accessing the system, Audit Trail to provide reporting
on system usage, Weblink for secure access via a web browser, Agenda Manager, Plus Plug-in to create
CD/DVDs with a built-in Laserfiche search engine on each disc, ScanConnect allows the City to utilize MFPs
(Multi-Function Peripherals), the Complete Toolkit Pack for integrating with 3' party applications, Quick Fields,
Document Classification, Real Time Lookup and Zone OCR for automatically extracting information from
documents.
In 2006, the system was expanded to the Planning and Building Departments when ECS developed integration
with their Planning Database application. The database pointed to documents that were stored as PDFs on the
network while other documents were stored in Laserfiche. The solution involved creating a link between the
Planning Database and Laserfiche Weblink to pull up all necessary documents. When a user clicks on a button or
icon in the Planning Database application, it will search Laserfiche for the appropriate document and open it in
Weblink.
PROJECT SCOPE
lEI Document Management System
lEI Agenda Management System
TECHNOlOGY INFORMATION

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GENERAL BACKGROUND
Name of Client: City of Redwood City

Project Name: ,.La.,s.,e,_rf!!i,ch,e..__ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
Proposer's Project Manager Name and Title: Pete Herschelman. Vice-President
Name and Title: Tony Gelphman. IT Manager
Organization: City of Redwood City
Address: 1017 Middlefield Road. Redwood City, CA 94063
Phone Number: .,16,5,0"-l-'-78,.,0..:-"-7"'-09,.,0"-------- Email: tgelphman@redwoodcity.org
Number of Employees: Size of Operating Budget: NlA
Contract Dates (From-To): 2002- Present Contract Value: $29.808 (Current)

ECS installed Laserfiche in 2002 and has provided upgrades over the years allowing the City to use the most
current functionality available. The city currently has 60 users of the system, Weblink, Quick Fields x3, Zone OCR
x3, Real Time Lookup, and Scan Connect. The system is being used in the City Attorney's Office, Finance
Department, Building Department, and the City Clerk's Office.
PROJECT SCOPE
lZl Document Management System
D Agenda Management System
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GENERAL BACKGROUND
Name of Client: Cltv of Union Citv
Project Name: ,La.,se"""rfl"'c"-h!Se'-----------------------

Proposer's Project Manager Name and Title: Pete Herschelman, VIce-President
Name and Trtle: Geoffrey Fisher. IS Manager

Organization: Citv of Union Citv
Address: 34009 Alvarado-Niles Road, Union city, CA 94587-4469
Phone Number: ,(5..1,.0._1,._67.,5,_-"'"5""68~1.__ _ _ _ _ _ _ Email: GFisher@ci.union-citv.ca.us
Number of Employees: Size of Operating Budget: NIA

Contract Dates {From-To): 2005- Present Contract Value: $22,658 (Current)
ECS has been supporting the City's laserfiche system since 2006. They currently have laserfiche Rio with 67
Users, Distributed Computing Cluster, Web Access, Laserfiche Mobile, Laserftche Social BPM, Import Agent, Pilot
Public Portal, and Quick Fields Core. Over the years, ECS has performed several upgrades to keep their system
up to date with the latest features and functionality and in February of 2012 upgraded their system to a Rio
Enterprise Content Management System.
The City uses Laserfiche for the Accounts Payable Department to scan and store time cards. The A/P
Department scans the Purchase Order, Copy of Check, and Invoice into Laserflche as a packet. Additionally,
Laserfiche will be used for Business Licenses, linking A/P invoices to the financial system. Quick Fields is used to
extract the PO Number, Invoice Amount, Vendor Name and Number, Date, and Check Number which is then
inserted into the appropriate index fields. The project also included converting their SIRE database to Laserftche
for the Finance and City Clerk Departments.
PROJECT SCOPE
Please indicate (by checking boxI functionality installed:
l:2i Document Management System
0 Records Management System
l:2i Agenda Management System

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Complete List of City Government Clients
City of Agoura Hills City of Indio City of Stanton

City of Alameda City of Kerman City of St. Helena
City of Albany City of Lake Elsinore City of Temecula
City of Aliso Viejo City of Lakewood City of Temple City
Oty of American Canyon City of La Mesa City ofTracy
City of Antioch City of La Mirada City ofTwenty-nine Palms
City of Arroyo Grande City of La Palma City ofTustin
City of Atascadero City of La Quinta City of Ukiah
City of Beaumont City of La Verne City of Union City
City of Bell Gardens City of Lathrop City of Vacaville
City of Belvedere City of Lemon Grove City of Vernon
City of Boulder City of lincoln City of Vista
City of Brawley City of livermore City of Walnut
City of Brea City of Lomita City of West Hollywood
City of Brentwood City of Los Alamitos Town ofTiburon
City of Calexico City of Lynwood Town ofTruckee
City of Calimesa City of Morgan Hill Town of Yucca Valley
City of Carmel City of Newport Beach
City of Carson City of Nogales
City of Chino City of Oakdale
City of Chino Hills City of Oakland
City of Costa Mesa City of Patterson
City of Chula Vista City of Placentia
City of Colton City of Pleasant Hill
City of Coronado City of Pomona
City of Cupertino City of Rancho Cucamonga
City of Diamond Bar City of Rancho Palos Verdes
City of Duarte City of Redwood City
City of Dublin City of Riverbank
City of East Palo Alto City of Rohnert Park
City of El Cajon City of San Dimas
City of El Cerrito City of San Leandro
City of El Monte City of San Luis Obispo
City of Emeryville City of San Pablo
City of Fairfield City of San Rafael
City of Fullerton City of San Ramon
City of Fresno City of Santa Paula
City of Jurupa Valley City of Saratoga
City of Half Moon Bay City of Signal Hill
City of Hesperia City of Solvang
City of Highland City of South Lake Tahoe
City of Hollister City of South San Francisco

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Proposed Application Software and Computing Environment
Laserfiche can integrate with any application that is ODBC compliant. We have extensive experience in
providing integration services with existing business applications. We have setup hundreds of
integrations with many systems including but not limited to:
Financial Systems: lnCode-Tyler Technologies, Munis Financial, JD Edwards, Eden Financial,
Oracle Financial, Springbook, QSS, Peoplesoft Financials
ERP Systems: Peoplesoft, Datatel, Microsoft Navision, Linux based Green-screen
Permit Systems: CRW Permits, H.T.E., Accela, Eden, Tyler Technologies-Energov
GIS Systems: ESRI, AutoDesk, Geo Docs
Law and Justice: lSD Court Case Management, HITS (Hawaii Island Tracking System), ECS Custom
Upload to District Attorney, Mugshot and Sixpack Applications
Other Applications: CMA Email Archiving Integration, PlanetPress Transactional Documents
Integration, ARX Digital Signatures, Ratchet X, Lincware eForms, Microsoft SharePoint
Additionally, Laserfiche Connector provides a streamlined experience for integrating Laserfiche with line
of business applications such as CRM and ERP systems. Laserfiche Connector integrates easily through
user-defined hotkeys and embedded icons. Laserfiche Connector can work with any third-party
application that displays readable text.
The SDK (Software Development Kit) allows your organization to more effectively put content to use by
integrating Laserfiche with third party applications. Custom solutions can be created using any language
with COM support, which means Web sites, scripts, Windows applications, or anything else compatible
with COM libraries, including all .NET languages, can easily communicate with the Laserfiche Server.
As a full service document management solutions provider, we partner with industry leaders such as
NovuSolutions, to offer a complete line of document management related software and services.
NovusAGENDA can be easily integrated with Laserfiche. The following is a detailed description of the
NovusAGENDA solution
NovuSolutions- NovusAGENDA Meeting and Agenda Management
NovusAGENDA is an electronic solution designed to create, approve and track items for upcoming and
past Board meetings. The entire process creates an automated Paperless Agenda Solution. Adding an
Agenda item, like the approval for a new employee benefit offering or the purchase of a vehicle, can
now be controlled in a well-organized systematic solution.
Various workflow options allow you to control the review and approval process for each item with a
complete history for tracking purposes.
NovusBOARDVIEW offer board members electronic access to agenda, draft and final minutes and full
research capability. Members can easily view upcoming agenda and make private comments as part of
their meeting preparation. These meeting comments can be used during the meeting to remind the
member of comments they want to make or present. Viewing draft minutes prior to the next meeting is

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easy using NovusBOARDVIEW and comments can be made on draft minutes as well if there is discussion
required prior to approval of minutes. The online research option offers members the opportunity to
quickly research past items with a few mouse clicks. This feature reduces the strain on staff who often
receive calls from members for research.
The Boardview portal is designed to drastically reduce board member preparation time.
Members can see which items they have reviewed and which ones they have not.
Members can personally flag items to draw their attention to them.
Agenda preparer can notify members when items they have reviewed have be altered in any
way.
Members can prepare on any device, a PC at home and then a tablet during the meeting
without downloading any data to personal devices.
NovusAGENDA boardview portal will enable your members to be better prepared in less time
while freeing up staff time consumed today doing research.
NovusMEETING is a fully integrated meeting management solution. Once your agenda is prepared in
NovusAGENDA it is sent to NovusMEETING. NovusMEETING allows you to record motions, votes and
minutes in an easy to use interface.
Another powerful feature of NovusAGENDA is our reporting capability. Senior managers and board
members can view advanced reports that transform your agenda process into a data repository loaded
with useful information. Improve staff efficiency, track board goals and much more. All this is available
in the NovusAGENDA reporting module.
NovusTERMTRACKER is a board and committee management tool that allows for creating committees
and boards, adding members and including biographies and committee missions. All this information is
available to the public on your public web portal.
NovusAGENDA Voting Module is an optional module that enables the board members to cast votes
electronically using a tablet device such as an iPad or other tablet. This module supports a voting
capability in addition to request to speak functions that will track speakers in the order they made the
request.
Video Streaming is available to all clients. We offer a variety of streaming options including live
streaming and archives along with options to do your own video indexing our having us do that task for
you. Our Video streaming option is the only service available where you can outsource the labor for
video indexing to us at very affordable rates.
Profile of the Firm

NovusAGENDA
Offeror: lnobbar llC DBA Novusolutions
Contact Information:
John Kercher
Novusolutions

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Your World C'ass Lase.rflche Prov1der
3820 Northdale Blvd., Suite 205B

Tampa, FL 33624
800-274-5624
jkercher@novusolutions.com
FEIN 59- 3665533
www.novusolutions.com
Novusolutions serves the Government and Education markets with NovusAGENDA meeting automation
software. Novusolutions has been in business since 2000. The company is privately held and is profitable
and financially stable.
Qualifications of the NovusAGENDA

NovusAGENDA is deployed at over 350 locations with clients using both our self-hosted and SaaS models
based on customer preference. All our clients enjoy full product support and free upgrades through our
ongoing support and maintenance program. Clients use a variety of search options for the public to
view their agenda. Some clients prefer to deploy their own search options based on historical
preference and NovusAGENDA supports that choice. Most clients use our NovusAGENDA public search
page but the choice is yours. As you see a variety of options on how to display agenda to the public in
our references, keep in mind that clients choose which options to use based on their preferences. This
fact emphasizes the flexibility offered by NovusAGENDA to accommodate your organization needs to
display information to various audiences.
Also visit the National League of Cities web site for client ratings on NovusAGENDA in the NLC supplier
Directory. http://citysupplierdirectory.com/ Just type NovusAGENDA in the search at the top of the
page.
Yorba Linda Water District Mono County City of Los Angeles

Art Vega Clay Neely Karen Rodriguez
714-701-3083 760-932-5503 213-978-0349
avega@ylwd.com cne!y@mono.ca.gov karen.rodriguez@lacity.org
Yorba Linda CA Bridgeport, CA 93517 los Angeles, CA 90012
Pop- 66,000 Pop 13,000 Pop 3, 819,702
City of Roseville City of Upland City of Coalinga

Audrey Byrnes Debra Tucker Sean Brewer
(916) 774-5263 909-931-4122 559-935-1533 x143
abyrnes@roseville.ca.us dtucker@ci.upland.ca.us sbrewer@coalinga.com
Roseville, CA Upland, CA Coalinga, CA
Pop- 128,000 Pop-12,000
California Commission on POST City of Bakersfield County of San Benito

Connie Paoli Julie Drimakis louie Valdez
916-227-2803 661-326-3073 520-331-2856
connie.gaoli@gost.ca.gov jdrimakis@bakersfieldcity.us lValdez@cosb.us
Sacramento~ CA Bakersfield, CA San Benito, CA
Pop 364,000 Pop 58,000

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City of Fontana Alameda Unified School District Clovis Unified School District
Cristina Tejeda (Includes Video and Audio) Jerry McKune
909-350-6690 Rob Van Herk 559-327-9604
ctejeda@fontana.org 510.337,7140 jerrymckune@cusd.com
Fontana, CA rvanherk@alameda,kl2,ca.us Clovis, CA
Pop- 203,000 Alameda, CA Students - 38,000
Pop-23 Schools
Agenda Management Description of Required Services
NovusAGENDA and Laserfiche offer full integration between the two systems. User can browse into
Laserfiche during the process of creating agenda items and add attachment right out of the Laserfiche
Repository. Once the packet for agenda and minutes are complete they can be pushed into the
Laserfiche repository for long term storage seamlessly with just a mouse click.
NovusAGENDA is 100% Web based and supports all modern web enabled devices for access by users
and the public. There are no "apps" to download or any other client side software required.
NovusAGENDA is unique in that it is truly web based software.
Video streaming support HD signal as well as SO, it is your choice. Video can be easily indexed using the
NovusAGENDA minutes module so time stamps are available to the public within seconds of completing
a meeting. The live and archive video stream support all modern browsers. Post meeting editing of
videos is a breeze allowing you to quickly and immediately edit the posted video stream at any time.
NovusAGENDA workflow notifies users when items are waiting for their approval. Workflows are
created to your standard and are extremely flexible. We have design complete workflow solutions for
cities like Los Angeles, Fontana, Bakersfield, Orlando, Houston and many others who all have complex
approval processes. NovusAGENDA will be able to handle the need of Santa Clara.
Electronic voting is supported and users can use any device for voting so the City does not have to
purchase voting devices for all boards and commissions. Even your volunteer boards can use the voting
component with their own devices if you like. GIS links can be added to agenda items.
NovusAGENDA will easily and seamlessly integrate with your website.
Project Description
Are you using Best Practices?

The NovusAGENDA project team has many years' experience rolling out agenda and meeting
automation for hundreds of clients nationwide. With this breadth of experience we can help you insure
your processes follows the best practice regarding public disclosure, board member access and
operational efficiency.
We have spoken to many clients who when asked why are you doing this in that way simply reply "well
we have always done it that way". While past practices may be valuable and based on sound foundation,
not all are. Some past practices can be huge efficiency drains and there may be a better way of doing

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things. Our team can help you find those opportunities for improvement and implement them with
minimal operation confusion.
Our Project Managers offer their vast experience to be sure your organization uses the best approach to
meeting automation. You do not have to "figure everything out on your own", we will help you all along
the way. There are good sound practices to every aspect of rolling out meeting automation. For example
there are sound practices for building out agenda and item creation templates critical to mission
success. If you use a program that tosses that task in your lap, what experience do you have to draw
upon but your own?
With NovusAGENDA you get the value of having our project team look over all your templates and build
them for you while offering insight to add great value to the whole process. Agenda automation is not
always about duplicating an existing process but often about introducing a better way to do things. With
NovusAGENDA you get the best of both worlds; years of expertise plus the flexibility to deliver exactly
what you need.
Our goal is to get our client up and running quickly so the value of NovusAGENDA is quickly realized by
the organization. In addition, we hope to bring some efficiencies to your processes that will add great
value to the organization as well as your board and constituents.
Our Project Managers offer their vast experience to be sure your organization uses the best approach to
meeting automation. You do not have to "figure everything out on your own", we will help you all along
the way. There are good sound practices to every aspect of rolling out meeting automation. For example
there are sound practices for building out agenda and item creation templates critical to mission
success. If you use a program that tosses that task in your lap, what experience do you have to draw
upon but your own?
Agenda Document Collection

Collect all the information necessary to generate your agenda, coversheet, and minutes. Your staff will
need to collect this information and communicate it to our project team. This is typically 3 to 4 hours of
work for one key person on your team who is familiar with the whole process. It may also involve more
than one person if you do not have one person familiar with the entire process. The total hours will not
change, just personnel.
List of Meeting Types

The name of all meeting types you would like to manage in NovusAGENDA. Examples would be Regular
Council, Special Council, Workshop, Planning, Zoning, etc.
Sample Agendas
One agenda example for each meeting type. If possible, please send the examples in Microsoft Word or
PDF. We only need a copy of the agenda itself and not the full packet with the backup material.
Coversheets and Item Data Collection

Most organizations have a document that provides detailed information about an individual agenda
item. NovusAGENDA refers to this document as the item coversheet. The coversheet usually contains
information about fiscal impact, recommended action, list of backup material, approval routing, etc.

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Is it common for different meeting types to use different cover sheets. For instance, a council may use a
different coversheet than a zoning commission. Please include a sample coversheet for each meeting
type if the meetings utilize different coversheets.
In addition to your current coversheet also include any new information you would like to collect about
your agenda items. Examples include organizational goals, fiscal impact amounts, whether an item is
budgeted or not, etc. Your NovusAGENDA project manager can suggest some good ideas in this area to
enhance the reporting capability of NovusAGENDA for your organization.
Minutes
The corresponding minutes for each sample agenda provided. For instance, if you have provided a copy
ofthe August lO'h agenda as a sample please provide a copy ofthe minutes from August lO'h.
Workflow Document Collection

Your staff time on this aspect of the project can vary based on complexity but it does not typically
exceed 3 to 4 man hour effort on your end.
Collect all the information necessary to create the approval routes for your agenda items. Depending on
the complexity of your organization, this process can take a few days to complete because it may
require you to get feedback from several areas of your organization. Even though workflows are
configured later in the project it is important to begin the workflow discussions with key departments
early in the project.
List of Departments
Provide a list of all the departments within your organization. If present, also provide a list of the
divisions within large departments.
Workflows
Workflows are the paths an agenda items takes within your organization from the point it is created
until the point when it is approved for final placement on the agenda. Workflows can vary significantly
from one organization to the next so we always start with a default workflow and make modifications to
meet your organizations specific needs.
You will need to provide Novusolutions with Departmental Workflows and Organizational Workflows
{Novusolutions will provide you with a workflow worksheet to help the documentation process). Both
workflows are defined below.
Departmental Workflows
The default workflow for a department routes the item from an Item Creator to an Item Approver. This
Item Approver is usually the department head responsible for "signing off' on the item.
Larger departments may have multiple approvers between the person who creates the item and the
department head who approves the item. Some departments may have different workflows for
different types of items. For instance, contracts may take one route in your legal department while
litigation issues take a different route.

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Organizational Workflows
These workflows define the route an item travels once it has been approved by the department head,
For instance, a contract may go to legal, purchasing, then your agenda pre parer. A proclamation may go
straight from the department to the agenda preparer with no additional steps.
Initial Configuration
Novusolutions will configure the agendas and coversheets within NovusAGENDA based upon the sample
documents provided.
Initial Training and Testing

Novusolutions will conduct training and testing with you in the following areas:
Agenda Pre parer Item Creation Meeting Management Training

Novusolutions will conduct web-based training with the agenda preparer staff. This training will cover
how to create agenda items and how to manage meetings within NovusAGENDA. The training lasts
about one hour and at the conclusion of the training the agenda preparers will be able to follow a
testing script to begin testing NovusAGENDA.
Agenda and Coversheet Formats

Initial testing will focus on the appearance, order, and completeness of the agendas and coversheets.
The agenda pre parers will take note of any display issues with agendas and coversheets for all agenda
types.
The initial testing will also publish agendas to the public, intra net, and board sites. These sites will be
tested to insure the appropriate information is being published to the correct site (i.e. executive session
attachments are only visible in Board View). The timing of the agenda publishing will also be test (i.e.
whether or not the board sees an agenda before the public).
Final Configuration
Once the initial testing is completed Novusolutions will begin final configuration.
Departments
All departments and groups will be created in accordance with the information obtained during the
Workflow Document Collection.
Workflows
Departmental and Organizational workflows will be created in accordance with the information
obtained during the Workflow Document Collection.
Minutes
The minutes will be configured for each meeting type.
Final Training and Testing

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Administration Training
Staff members designated as Administrators will be trained on the all system administration functions of
NovusAGENDA,
Create System Users

The designated Administrators will create the user accounts and assign the users to the appropriate
groups.
User Training
Web-based training will be provided for all agenda item creators and approvers. Training will last 60
minutes per session and there is a maximum of 15 people per session.
Workflow Testing
Agenda item creators and approvers will follow a test script to create, submit to workflow, review, and
approve items.
Agenda Preparer Minutes Training

The staff members responsible for creating the minutes are trained on the minutes module. This
training session take one hour to complete.
Parallel Full System Test

All users of the system will create a "mock agenda" in NovusAGENDA in parallel with their normal
agenda process. This will provide a final test of all aspects of the system.
Board Member Training

Board members are trained to access and annotate the agenda through NovusAGENDA's Board View.
This training session takes about 20 minutes to complete and is best conducted before a regularly
scheduled meeting to comply with meeting notice laws.
Go Live
After the successful parallel test you are transition to "live" status and assigned a Novusolutions'
Support Representative to assist you with any questions or issues. Your project manager will stay
engaged in your project for approximately 30 days after you go live to insure a smooth transition to the
Support team.
Summary Timeline- For Agenda Management Implementation
Stage Time after PO

Agenda Document Collection 7 days
Workflow Document Collection 14 days
Initial Configuration 21 days
Initial Training and Testing 25 days
Final Configuration 35 days
Final Training and Testing 40 days
Go Live 45-60 days

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Project Staffing
Project Managers with Novusolutions have an incentive to get project deployed on time. Timelines are
established with each client upfront and our project team is held accountable for meeting those
timelines. These incentives help us ensure that each project moves forward without unnecessary delay.
Project Team:
Jay Vickers- Managing Partner Operations

Jay offers over 16 years of experience working with public sector clients rolling out projects. As a senior
manager Jay oversees the project team and meets with them ~aily on project status. During those daily
meetings challenges are discussed with the team and solutions are crafted quickly for even the most
difficult situation.
Jay has overseen many hundreds of projects and brings a wealth of information to the process in areas
of design and layout as well as workflow and business process engineering.
Rich Gilmore- Project Manager

Rich has 4 years' experience deploying NovusAGENDA projects nationwide plus another two years of
project work in other technical environments. He has worked with municipal and educational clients in
almost every state. He experience 5 years in project management as well as a background in customer
support and sales make Rich uniquely qualified to focus on client needs and listen carefully. Rich
understands client needs and works hard to make sure each individual client has enough time and
attention to see great success on their NovusAGENDA rollout.
Danny Ortize- Project Manager

Danny has just over 2 years of experience with NovusAGENDA project rollouts but adds to that several
years' experience on the NovusAGENDA Customer Support Team. His experience in support has given
him a deep understanding of how NovusAGENDA is designed and deployed as well as great insight into
problem solving.
NovusAGENDA Training
Standard training services are required for deployment. NovusAGENDA training can be provided to any
combination of staff as needed to get you up and running with NovusAGENDA. If you need additional
training post deployment we offer regular webinars with live instructors in addition to our online client
portal offering access to our web based training videos. There are many great options for you train staff
initially and for ongoing support as well.

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Stan!larcl !~emote Training Sei,ti~_es b~scription --
Administrator Training This is remote training to train one or two system
administrators on managing user rights in NovusAGENDA. This
class is delivered remotely using web meeting technology
managed by Novusolutions.
Board Clerk Training Training including meeting management, agenda preparation,

minutes and system oversight. Delivered remotely using web
meeting.
User Training Training includes creating items, copying old items to new
meeting and item submission and approval process. Delivered
remotely using web meeting. Up to 24 users per session.
5 Sessions- This allows you to train up to 120 staff users.
Additional sessions can be added at $100 per session.
Board Training Training includes viewing agendas, minutes, and all
documentation for upcoming meetings, making private notes,
researching past meeting information and notes, and
analyzing reports and meeting data. Voting can be added if the
voting module is in place.
Web Based Training Web-based training videos for all staff to view on demand via
Internet. Videos include:
User training
Board Clerk Training
Board Training
Admin Training
Unlimited Access
Optional Training Services

Additional remote training -Included for new releases and refresher training. If retraining is needed due
to turnover or other issues we also include a Web-Based Training Portal and regularly scheduled Client
Webinars.
Video Streaming Summary

NovusAGENDA must be in use to leverage the following Video Streaming service. Video streaming can
be added at any time.
Video Streaming
NovusAGENDA offers a Video Streaming component that is simple to use, affordable and very high
quality. Organizations can stream meetings live on the web, but that is just the beginning. This
component allows you to easily set index points for each agenda item during a meeting, while
simultaneously taking minutes in the same interface. You don't need two people using two separate
interfaces to use this feature. The final video will be fully indexed and searchable, with the proper jump
points in place, and on your website just seconds after your meeting is completed.

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What makes it so easy?

During the process of taking minutes, the time stamps are set automatically by NovusAGENDA as you
move through the meeting by simply clicking a button. Time stamps can be easily adjusted post meeting
by simply clicking on any item and adjusting the time stamp on that individual item. This allows you to
correct any oversights or missed index points quickly and easily.
There is really nothing new to learn. You will have already learned how the NovusAGENDA minutes
module works so adding the video streaming functionality is a piece of cake. You will be streaming live
and setting index points in no time at all.
What is required to stream video?

NovusAGENDA offers you a live stream of your meetings as well as archived content with index points
on each agenda item. All you need is a low cost Video Encoder that will be shipped to you. It will need to
be plugged into electricity, camera feed and the Internet, and that is all the setup you need. We handle
the rest. Once that is in place you can stream live and set your index points.
What about High Definition vs Standard Definition video?

NovusAGENDA supports both HD and SD out of the box with no added hardware cost. There is a slight
increase in your monthly streaming fees for HD to account for additional storage requirements for larger
files.
Video streaming does not have to be expensive or hard to implement. Just contact Novusolutions today
for a quick demonstration of how you can be streaming your meetings at very affordable rates.
Video files are stored on our servers in mp4 format (H.265 wl mp3 audio IIFC). The MOV ATOM is stored
at the end of the saved video to support progressive downloads and speed delivery.
Retention
NovusAGENDA video services will retain access to your videos for 5 years at no additional cost. A small
annual fee can be added for retention beyond that.
Installation
Our Cloud Computing partner is Amazon Cloud based Web Services, http://aws.amazon.com/. They
offer world class cloud computing solutions with full 24 X 7 backup and reliable infrastructure designed
for today's complex computing challenges.
Amazon Hosting
NovusAGENDA Application runs on EC2 servers.
http://aws.amazon.com/ec2/
Backups are run daily and stored on Amazon 53

http://aws.amazon.com/s3/
This option allows you to outsource the hosting of the software to Novusolutions. This is by far the most
popular option in todav's environment.
Self Hosting is available if needed. Contact us for more information.

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NovusAGENDA Deployment Services

Standard services are required for deployment and included in the pricing and support.
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required by your organization. This form is used to create items

and can vary based on meeting type. You can have one item details
page for planning and another for council meetings.
Configured Public Agendas The public agenda is configured to mimic your current layouts.
Agenda layout can vary based on meeting type.
Configured Minutes Page Set The page set includes draft and final minutes layout. Minutes
layout can vary based on meeting type.
Custom Workflows Workflows can be pre-configured allowing users to simply submit
items to named workflows which are then built for them
automatically. Workflows can vary based on meeting type.
Solution Overview This session is with key staff including Board Clerk, IT staff assigned
to support the software and key Board Clerk staff. The session
involves a complete system overview and workflow building
session. This session is delivered prior to any other training so key
staff are very familiar with the solution and the workflows are
correct prior to staff training.
PDF converter Attachments and agenda packets are converted to one single PDF
file. PDF layout mimics the lay out of the minutes and agenda for
that meeting type. We can also add page stamping to the PDF
automatically.
Pricing for NovusAGENDA
All pricing includes an unlimited use license enabling support for as many meeting types as you need at
no added license costs. See pricing in Cost Proposal, submitted under separate cover.

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Laserfiche Document Management Solution
Server Client Architecture

Laserfiche Server is an extremely efficient and robust application that creates a very small network
footprint yet can scale to support thousands of users, multiple databases, and an abundance of
information. The base server is a security gateway to the suite of Laserfiche products.
Images and OCR text are stored as TIFF documents and ASCII files (Group IV Compression) to guarantee
document integrity as well as future availability. Laserfiche is optimized for Microsoft SQL Server
database platform. Metadata information is stored within the database server to allow for scalable quick
access. Since Laserfiche utilizes Microsoft SQL database as its backend, it is fully ODBC compliant,
meaning it can communicate with most any standard data source. The Oracle version of Laserfiche is
available at an additional cost.
Volume
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Security
The Laserfiche access control system provides fine control of user actions within the repository and
what level of information they can access. Users can be authenticated to Laserfiche through username
and password or through Windows Authentication and/or LDAP. Laserfiche provides the ability to
assign security rights to Windows users and/or groups through integration with Active Directory. To
make security rights management most efficient, it is recommended that security profiles be created at
the group level and all groups be tied to Windows groups through Active Directory. This strategy will
automatically provide appropriate access to new users who are added to the domain and will remove
access from users as soon as their network login is deactivated.

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Encryption can be enabled for content in transit and at rest, Content in transit can be encrypted by
leveraging Secure Socket Layer (SSL} and Transport Layer Security (TLS}, which are cryptographic
protocols used to encrypt and secure communications. Additionally, you can encrypt files in Laserfiche
at rest, using Laserfiche's built in (AES-128, AES-192, or AES-256} volume encryption option.
Laserfiche security can be divided into Feature Rights, Access Rights, Privileges and Tags. Feature rights
determine what actions a user can perform in the system, while Access Rights allow those actions to be
fine-tuned based on the type of object (document/file} to which rights are assigned. Access Rights
control user access to folder structures, documents, document annotations, volumes and metadata.
Permissions provide the ability to distribute administrative functions without providing system-
administrator level access. For example, the network administrator can be given the ability to create
user accounts and assign access rights, but not be able to open any documents in the system. Security
tags are a way of dynamically assigning security to documents. Tags are user definable and represent
the sensitivity level of the documents to which they are assigned, The access level of users is
determined by the tags to which they have been granted access, For example, if a document has been
assigned a "Subpoenaed Record" tag, a user without access to the "Subpoenaed Record" tag cannot
view the document even if they have rights to the location where the document is stored,
Laserfiche security has undergone rigorous testing and has been proven in the field, Laserfiche is trusted
to protect the records of the most security-conscious organizations in the world, including all five
branches of the military, the US Treasury Department, the CIA and the FBI. We are confident that the
comprehensive security options provided by Laserfiche.will meet the specific needs of the City.
Superior Security Features

Assign access directly to Windows groups, defining rights by user, group or both.
Specify depth of access in the file tree (e.g,, to a general folder, but not to its subfolders}.
Secure repository content by folder or volume and restrict access to metadata or
annotations.
Define and restrict access to records with security tags.
Specify events to be recorded per group or user.
Require users to submit reasons for printing, e-mailing and exporting documents and
enforce the application of watermarks to authenticate printed documents, this functionality
is available in conjunction with Audit Trail.
Randomly generate passwords for newly created accounts or lockout user accounts from
login after a specified number of failed attempts or a period of inactivity.
Document Viewer
Laserfiche has an easy to use document viewer that allows for flexible, user-configurable display of
index keys, document properties, predefined tasks, page thumbnails, document notes, and toolbars. The
viewer also allows for single-page viewing with multiple options for zooming in and out. Users can easily
select preset page region views that can be both system and user-defined. Automated zooming allows
the document viewer to auto-position the view of newly opened pages based on the document type.
Multiple view panning options make it easy to adjust the current position of specific areas on the
magnified image. users can apply specific annotations such as stamps, sticky notes, text, and redactions
to images directly from within the document view interface. Documents can be rotated in the document

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viewer and saved to maintain the rotated view. Perform common operations such as re-index, copy, e-
mail, export, print, and delete pages within document view interface. Convenient and flexible page
selection interface within document viewer. Also provides the ability to open a viewer-displayed
document in an associated application for viewing or editing.
Searching
Make searching more fluid and automatic with fully-integrated text extraction from all documents in
your repository-such as imaged documents, electronic documents including Adobe PDF and Microsoft
Office documents, and other binary files. You'll benefit from a multitude of powerful search
methodologies, including full-text, metadata, annotation or folder/file tree search. Use bolded lines of
context to find exactly the information you're looking for without searching through pages of a single
document or opening multiple documents. Search through spelling variations or misread OCR text with
"fuzzy logic" tools. Save and load common searches, copy text, pages or even entire documents from
the Search Results pane. And speed searching through the repository with a "quick search" button from
your toolbar.
At this point, you can further refine your search by selecting additional search criteria and selecting the
Refine results button.
When you have performed a search, the results of your search will be displayed in the Contents Pane. If
your search was a full-text search, or an annotation text search, the Context Hits pane will appear in the
bottom half of the Contents Pane. A context hit is a selection of the text surrounding the search term,
providing you information about the context in which that term was found. Double clicking on an item in
the Context Hits pane opens the document to the page where the search term appears.
Scanning
Laserfiche has a built in scanning interface to the client and Web Access. Scanning may be done on your
local network directly to the server or scan remotely with Web Access directly to Laserfiche from outside
facilities. You may scan pages as either a document or as a batch. If all the pages you are scanning
belong together in one document, scan the pages as a document. If the pages will be divided up into
various documents, scan the pages as a batch. Batches make it easy to scan large numbers of pages at
once while utilizing the optimum speed of the scanner, and then organize the information at a later time
and even by a different user or workstation.
Laserfiche works with most common scanning drivers and supports scanner features such as multiple
image resolutions, paper size, color scanning, duplex scanning and automatic document feeders. It is
able to display images as they are scanned so that the operator can visually verify image acceptability.
The system will automatically collate a stack of double-sided pages even if only a single sided scanner is
used.

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Proposed Software Product Descriptions and Functionality
Laserfiche Email
Allows users to send documents stored in the Laserfiche repository to internal and external recipients.
This means users can share documents with people who do not have access to Laserfiche. Options allow
users to determine whether to include annotations, stamps, highlights or redactions as well as whether
to send specific pages, the entire document or multiple documents. Internal users have the option of
sending a link to the document instead of attaching it to the email. When a Laserfiche user receives the
email they can click on the link and the document will open in the Laserfiche Viewer.
Laserfiche Snapshot
Converts electronic documents into TIFF images and imports them into your digital repository. Snapshot
functions like a standard Windows print driver and can process nearly any electronic document, from
Microsoft Word and Adobe PDF files to Web pages and CAD maps. Snapshot provides a variety of
print-related options so you can specify the image's page orientation, resolution and color depth. The
Laserfiche Snapshot dialog box will appear, allowing you to configure where to store the Snapshot
images and what Laserfiche metadata you want to assign to the document. You can click on Preview to
get a sneak peek at the generated image for each page.
Laserfiche Web Access

With Web Access, staff can search, retrieve, and work on documents within the Laserfiche repository
through their web browser (intra net or internet). Web Access also includes the ability to scan, index,
annotate and move documents via browser access. With Web Access full security is maintained
protecting your documents at all times. Because the repository is centralized, it doesn't matter what
computer you use to access your repository. Since Web Access is accessed through a web browser, you
can log in to your repository from anywhere and still view and work with the same repository contents.
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Laserfiche Workflow
Laserfiche Workflow is built on the Windows Workflow Foundation and allows the user to create a
repeatable pattern of activity built in Laserfiche Workflow designed to interact with entries in a
Laserfiche repository. A Workflow pattern can be easily designed to automate nearly any manual
business process. Activities are the building blocks of Workflow Definitions. Examples of an activity
include Add Sticky Note, Route Entry to User, change metadata, Copy Metadata, Assign Tag, etc.
Workflow Rules are stored on a Workflow Server, where they wait to be performed. Workflow Rules are
performed when their starting rule conditions are satisfied.
Routes can be designed and created with simple click and drag functionality and can be triggered by
numerous items both inside and outside of Laserfiche.
More than 60 built-in activities help you create workflows quickly.
A graphical Workflow Designer enables you to create workflows by mapping your business
process with an intuitive interface for testing, modifying and supporting Workflow activities
Laserfiche Workflow builds on the capabilities of Windows Workflow Foundation so you can
extend its functionality to all your line-of-business applications.
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Laserfiche Web Administration Console

The Laserfiche Web Administration Console is an administrative tool that provides secure access to your
Laserfiche repository for authorized users via an Internet browser, making administration more flexible
than ever.
The Web Administration Console features all of the functionality of the desktop Laserfiche
Administration Console. This means administrators can work in their repositories from anywhere,

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including remote sites, client computers, and even mobile devices, easily and securely. Because it is a
Web-based application, Web Admin only needs to be installed once and then can be accessed by any
authorized user at your organization using a Web browser. The Laserfiche Web Administration Console
allows you to:
Manage Users and Groups
Manage Volumes, Templates, and Fields
Manage Security Profiles
Manage Repository Options, and much more
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Auditing
Laserfiche Audit Trail

Security is no longer simply a matter of creating an impenetrable system that no one can break into.
While that deals with threats from outside your organization, it doesn't manage misuse from within. You
need to create boundaries and track when someone tries to step outside of them. And with the security
controls of the Laserfiche system, combined with the tracking and reporting capabilities of Audit
Trail', you have the tools you need to both create and enforce boundaries for everyone within your
organization.
By constantly monitoring and recording events that occur in your document repository, Laserfiche Audit
Trail helps you protect information from misuse. Audit Trail enables you to regularly review user activity,
assess the effectiveness of internal control mechanisms and demonstrate regulatory compliance. It
readily fits into your existing IT infrastructure, providing you with a detailed view of enterprise business
processes-without creating additional work for your IT department.
With Audit Trail, you can:

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Track almost any user action, from login and logout to creating, modifying, printing and deleting
documents.
Create detailed reports, which you can easily filter, sort and graph to identify trends and isolate
behavior patterns.
Expedite audits by producing reports listing all the actions taken on a particular file.
Meet diverse business needs with three modules that monitor varying events in the Laserfiche
repository.
The Starter Edition tracks basic events in the repository that involve accessing, modifying or exporting
data. Basic events include:
Login and logout.
Creating, editing, printing or deleting documents.
Creating, editing or deleting templates, fields and annotations.
Adding security tags.
Exporting documents, volumes or briefcases.
Sending document to the Recycle Bin.
The Standard Edition builds on the Starter Edition by tracking additional events:
Granting or revoking login rights for Windows accounts.
Adding or removing users from Laserfiche groups.
The Advanced Edition (This version is included in the proposal) meets the needs of organizations in the
most highly regulated industries. It includes all the functionality of the other two editions, and tracks the
following events as well:
Modifications to access rights.
Modifications to repository-wide settings.
The creation, modification or deletion of users and groups.
Password changes.
Track all searches users perform
Require users to enter reasons for performing specific actions
Automatically add watermarks to printed or exported documents.

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Laserfiche Forms
Laserfiche Forms is a Web application that enables you to capture and work with information via Web-
based forms. In Laserfiche Forms, forms are created within business processes that dictate how the
collected information is routed and worked with. In general terms, a business process is a collection of
activities, events, and decisions that produces a service or product for an organization. In many
organizations, employees must submit expense reports to be reimbursed for purchases they made while
working for the company. Submitting an expense report is the first step in a larger process in which that
information is routed to one or more managers for approval before the process ends with the worker's
request being approved or denied. In Laserfiche Forms, you can create an electronic version of this and
other form-based business processes.
Laserfiche Forms allows you to:

Capture and work with information in Web-based forms
Use public forms to extend participation to users beyond your organization
Integrate with Workflow for processing outside of Laserfiche Forms
Send e-mail notifications to participants
Save submitted forms to your Laserfiche repository
When you log in to Laserfiche Forms, you'll see the Home page, where you can quickly access the pages
that will let you start a business process, submit a form, perform the tasks assigned to you in a process,
view the processes you've started, and manage business processes. In addition, through the navigation
choices on the title bar, you can access the help files and system security settings, and log out.
Forms includes support for wet electronic signatures, a centralized user in box for viewing pending tasks,
processes, and history, and an integrated FAQ view using Laserfiche Social BPM. Additional features
include a fully mobile-friendly Ul for submissions, approvals, and task management, customizable logos,

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laserfiche Quickfields
laserfiche Quick Fields automatically captures your critical information from paper and electronic
documents and organizes it for fast retrieval. Quick Fields transforms data capture from a costly and
labor-intensive operation into an efficient process. Quick Fields collects precise pieces of information
from the masses of unstructured data flowing into your organization. Improving the speed and accuracy
of data capture, Quick Fields gives authorized staff instant access to the information they need to work
effectively.
Quick Fields accelerates the flow of useful information into business operations, reducing or eliminating
the need for manual data entry, which is labor-intensive and error-prone. Eliminating these repetitive,
manual tasks empowers staff to use their time more effectively.
Quick Fields allows documents already in the Laserfiche repository to be reprocessed in order to capture
new data and update index information. Reprocessing capabilities maximize the value of your Laserfiche
system by adapting to evolving business environments.
Quick Fields data extraction modules automatically collect information from paper forms, electronic
documents and databases. Quick Fields collects the precise data you need-such as zip codes, bank
account numbers and invoice numbers-and then compares it to information in other application

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databases to verify its accuracy and ensure that it is correctly formatted. In addition, data extraction
tools can draw information from other databases to automatically fill in index fields. Data extraction
tools automate these processes to reduce the amount of staff time spent transferring information
between applications and integrating it into your business processes.
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Quick Fields modules include:

Bar Code- reads a variety of industry standard bar codes horizontally and vertically.
Zone OCR (Included in pricing proposal) -automatically extracts text from specific form areas
for rapid data capture and index field population.
Real-Time Lookup- populates template fields and validates metadata by retrieving data stored
in client databases and other applications.
Pattern Matching- uses regular expressions to separate extracted data, such as zip codes, from
larger blocks of text captured by Zone OCR and verifies that is correctly formatted.
Check Scanning - captures images of checks with supported Digital Check Corporation (DCC)
scanners.
Form Identification - automatically recognizes the form or document based on its overall
structure, even in the absence of barcodes, form data or other distinguishing information.
Form Registration - automatically repositions the document to match a master form, correcting
for scanning errors and improving data extraction.
Form Extractor- removes form outlines, isolating data for more accurate capture.
Optical Mark Recognition (OMR) - detects marks on surveys, tests and ballots. OMR can
determine whether check boxes have been filled in.
Document Classification - eliminates the need for sorting prior to forms processing by
recognizing multiple types of forms in a single session.

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Quick Fields Agent

The Quick Fields Agent Service runs and tracks unattended Quick Fields sessions. It can be installed on
one machine per Quick Fields Agent license. The service can run sessions that are installed on the same
machine, or on other machines for which it has the appropriate permissions. By default, the permissions
associated with the Quick Fields Agent Service are those of the machine where it is installed, You can
adjust the permissions by changing the settings of the machine or by associating the Quick Fields Agent
Service with a different Windows user. The sessions to be run by the service are scheduled and tracked
in the Quick Fields Agent Administration Console, which can be installed on multiple machines.
In the Quick Fields Agent Administration Console, you can create schedules for Quick Fields sessions that
the Quick Fields Agent Service will run automatically, and view the history of sessions that have already
run. The Quick Fields Agent Administration Console can be installed on multiple computers, which is
useful if, for example, the Quick Fields Agent Service is installed in the server room and you want to
manage schedules from your desk,
Laserfiche Connector
Laserfiche Connector provides a streamlined experience for integrating Laserfiche with line of business
applications such as CRM and ERP systems. Laserfiche Connector integrates easily through user-defined
hotkeys and embedded icons,
Laserfiche Connector allows you to:

Searching the Laserfiche repository based on fields from third-par-ty applications such as CRM
and ERP systems, Both basic and advanced searching is supported. If only one result is found,
the document will automatically open in the Laserfiche Client, Laserfiche Web Access or
Laserfiche Weblink.
Launching Laserfiche Scanning and automatically populating metadata for the scanned
documents with information from a third-party application.
Connecting two applications by allowing one of them to start the other (including the ability to
pass parameters between them),
Choosing whether any of the above actions are activated from a keyboard shortcut, a button
embedded in the application's title bar, or both.
Laserfiche Weblink
Laserfiche We blink is a customizable secure Read Only Web-publishing tool that distributes information
while keeping it safe. Weblink easily and securely allows documents to be retrieved by the people wlio
need them via intra net or the internet Platform and browser independence allows users to view
documents in a wide variety of internet browsers, operating systems and hardware, Publishing
documents to the web is as easy as dropping documents into a Laserfiche folder, Users can be required
to login, limiting their access to only the documents they have rights to view.

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Laserfiche Digital Signatures

Digital Signatures gives users the ability to automatically sign and validate documents as they are
created, reviewed and archived without leaving the Laserfiche environment. Digital signatures are a
form of electronic signatures that act like a digital notary to your electronic assets, allowing you to verify
the condition of your documents for the duration of their lifecycle.
Microsoft Office Integration

Office Integration is a Laserfiche component that allows users to take advantage of Laserfiche features
when working with Microsoft Word documents, Excel spreadsheets, PowerPoint presentations, and
Outlook messages in their native Microsoft Office applications. Using Office Integration, you can quickly
send files to Laserfiche directly from Office applications, update electronic documents already in your
repository from within their native Office applications and easily attach Laserfiche documents to
Microsoft Outlook e-mails. You can also take advantage of Laserfiche metadata, versioning, and check
in/check out features without closing your document.
When working with Word, Excel and PowerPoint documents in the Client, you can make changes to both
the document itself and its metadata. You can save changes while working with your document as well
as when you're done working, and you can decide how you want to save those changes, for instance, as
a new version or an entirely new document.
Laserfiche SharePoint Integration

With the Laserfiche and Share Point Integration components included with Laserfiche Web Access,
documents can be easily accessed from Microsoft'" SharePoint. List any part of your Laserfiche
repository on a SharePoint page. Scan directly to a Laserfiche folder, right from your SharePoint site.
Retrieve Laserfiche documents or folders using the SharePoint search box. Even when you're working
from a SharePoint site, your valuable Laserfiche repository content is right in front of you.
There are four components to the integration:
1. Laserfiche Web Part for Share Point
2. Laserfiche Records Center Service
3. SharePoint Search Handler for Laserfiche
4. Laserfiche Workflow Activities for SharePoint

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Laserfiche Distributed Computing Cluster

Distributed Computing Cluster allows you to distribute the processing work for Laserfiche applications
like Workflow and Web Access onto one or more machines dedicated to performing that work. As a
result, Laserfiche applications are able to add features that require significant resources without
increased load on the server. The newest release adds OCR-related features to Workflow and Web
Access.
A Distributed Computing Cluster installation consists of one or more machines where the Distributed
Computing Cluster Service is installed.
In multi-machine clusters, the service is installed with one of two roles.

On one machine, the service is installed as a scheduler. The Distributed Computing Cluster
Scheduler receives jobs from Laserfiche applications, breaks the jobs into tasks, and sends those
tasks to worker machines. By default, the scheduler does not perform tasks.
On other machines in the cluster, the service is installed as a worker. Distributed Computing
Cluster Workers receive and perform tasks from the scheduler and send the finished work back
to the Laserfiche application.
When a Laserfiche application sends a job to the cluster, the scheduler breaks the job into tasks and
sends those tasks to the Distributed Computing Cluster Workers. These worker machines perform the
tasks and the finished work is sent back to the Laserfiche application.
In single-machine clusters, the service is installed as a scheduler and is given permission to perform tasks
from the Web Administration Console
Laserfiche Mobile
Laserfiche Mobile (Available with Web Access) is an app that enables you to capture, upload, and
securely access and work with documents inside your Laserfiche repository while on the go. You can
review and submit forms from the app as well. Laserfiche Mobile brings a native Forms module to iOS
and Android devices, enabling authenticated and named users to submit and approve Laserfiche Forms.
Mobile specific features include attaching images directly to forms from the camera or photo gallery,
bookmarking commonly used forms, and electronically signing from the mobile device.
Laserfiche for iPhones

The Laserfiche Mobile iPhone app takes advantage of the iPhone's touch screen, gesture recognition
and high resolution interface to allow users to easily capture content from wherever they are. As part of
the Laserfiche ECM system, Laserfiche Mobile for iPhone provides an end-to-end solution that extends
governance, risk and compliance standards all the way to mobile devices-distributing capture while
maintaining auditability throughout all system interactions, even if they take place on a mobile device.
Laserfiche for iPad

Gain instant access to document images, OCRed text and metadata. Rapidly input metadata viewed
side-by-side with electronic and imaged documents. View audio-visual materials stored in Laserfiche
without leaving Laserfiche Mobile's Document Viewer. Search for stored content by field, entry name or
full-text search. Copy, move, rename, download, e-mail, print or delete content right from your iPad.

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You can upload electronic documents such as Microsoft Word, PowerPoint, Excel and Adobe PDF files,
as well as e-mail attachments and Dropbox files, into Laserfiche directly from your iPad, Send content to
Laserfiche that can be immediately accessed by authorized Laserfiche users,
Laserfiche for Android

The Android app has many of the same features as the iPad and iPhone apps as well as a widget that
allows for quick upload of new documents, From your Android device you can search across all
documents in a repository, pan, zoon, rotate any document in the document viewer, easily access
metadata, add, edit, and view metadata, upload images directly from your device, View and export
PDFs, E-mail document or folder links to colleagues, and much more,
Laserfiche for Windows

Windows app that lets you capture, upload, and securely access and work with documents inside your
Laserfiche repository while on the go.
Laserfiche Web Access Light

Laserfiche Web Access provides a complete end-to-end solution that captures and controls mobile
content, making it even simpler for users to get their jobs done, whether they're in the office or in the
field. 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 participate in workflow automation processes, while
away from their desktop computers.

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Laserfiche Records Management
Records management systems simplify the life cycle management of business records. A records
management system supports the automatic enforcement of consistent, organization-wide records
policies and reduces the cost of regulatory compliance.
Fortunately, there is a records management standard that has emerged as the de facto standard across
most industries. The United States Department of Defense (DoD) developed a records management
standard, DoD Standard 5015.2, as a requirement for records management applications implemented
within its departments which Laserfiche meets.
Unlike other requirements, the DoD developed very specific criteria, as well as a formal testing process
to determine whether a records management application meets the standard. Because of the formal
testing process and the strictness of the requirements, organizations outside of the DoD have used the
5015.2 standard as a starting point for evaluating records management applications for their own use.
Knowing that a DoD-certified application has been rigorously tested against a standard that is much
more demanding than the regulations they must comply with provides a great deal of comfort to
compliance officers and records managers.
A configurable solution tailors security to suit requirements. In Laserfiche, records managers can give
users customized access rights according to their needs. This technological enforcement keeps
unauthorized users from gaining accidental or malicious access to private, confidential records.
Unification also allows for consistent, total life cycle management and continuous control of records
security.
Records Management Highlights:

Enforce enterprise-wide records policies, regardless of your records' format, location or content,
and without additional staff training.
Create records from documents already under management.
Search for records according to status or location.
Automate life cycle management from document creation to final disposition.
Run reports detailing where records are in their life cycle and which records are eligible for
transfer, accession or destruction.
Log all system activity, providing an audit trail that can be used to prove adherence to you
records management plan and compliance with regulations.
Ensure the future accessibility of your archived records with storage in non-proprietary TIFF file
format.
Safeguard records with comprehensive access controls.
Promote compliance with Sarbanes-Oxley, HIPPA, USA PATRIOT ACT, SEC, FINRA and other
regulations.
Simply business continuity planning by centralizing your organization's information.
Reduce litigation risks associated with expired and outdated records.
Respond toe-discovery order quickly and confidently.
Instantly provide large numbers of records to auditors, without trips to the records room or off-
site storage facilities.

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Optional Laserfiche Software Product Descriptions
Laserfiche Plus
As more organizations adopt enterprise content management systems and replace filing cabinets and
microfilm with digitized images, the obvious problems is how to get the information to users who don't
have access to an enterprise content management system remains. Laserfiche Plus is a perfect turnkey
solution to this problem. Now you can immediately create a CD/DVD with the state-of-the-art
laserfiche search engine and features on each.
Thousands of successful organizations manage their archives with Laserfiche, enabling them to store
millions of pages of documents electronically, conduct full text searches quickly, make annotations
easily, and much more. Now with Laserfiche Plus you can do all this and publish your documents on to a
CD/DVD. You're free to distribute CD/DVDs to practically anyone with a PC royalty-free so they can
search, view, and print documents.
Laserfiche Scan Connect

ScanConnect enables you to use ISIS scanning drivers. A collection of ISIS drivers are included with
ScanConnect, enabling you to scan using supported scanners. A list of supported scanners can be found
on the Laserfiche Support Site. If your scanner is not listed, you can manually install any ISIS drivers your
scanner's manufacturer has provided.
Laserfiche Import Agent

Import agent allows numerous image capture devices (multi-function copier/scanners, network fax
server, etc.) to work with Laserfiche. Automatically import documents, including XML files, into a
Laserfiche repository. Schedules allow documents to be imported during off-peak hours. Emulate any
filing schema already established for your paper documents. Apply user-defined index card templates to
documents automatically. Auto-populate fields in index card templates create unique names for
documents automatically,
Laserfiche Forms Portal

Forms Portal expands the functionality in Laserfiche Forms to include publicly available forms that users
can fill out anonymously_
Laserfiche Forms Authenticated Participant Users

Also known as submitter users, these are limited-functionality users. Participant users can sign into
Laserfiche Forms with a particular email address that has been assigned to their participant license from
the Participants tab of the System Security page. Participant users can fill out forms, start process
instances, and perform user tasks. However, you cannot grant these users additional rights and
privileges in Laserfiche Forms. For example, participant users cannot create or administer business
processes.
Laserfiche Toolkit (SDK)

The SDK (Software Development Kit) allows your organization to more effectively put content to use by
integrating Laserfiche with third party applications. Custom solutions can be created using any language

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with COM support, which means Web sites, scripts, Windows applications, or anything else compatible
with COM libraries, including all .NET languages, can easily communicate with the Laserfiche Server. The
SDK comes with detailed documentation that includes tutorials and sample source code inC# and Visual
Basic .NET.

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Software and Hardware Specifications
We always recommend going with the newest software environments. Typically, this will result in better
performance and a more future proof environment as updates will continue to be available into the
near future.
-------- ---- --- I

_ _ _ _ _ _ _ _ _ _S_u_p_ported Operating Systems _ _ _ _ _ _ _ __
Operating Systems (x86) Operating Systems (x64)
Windows 7, Windows 7 SPl Windows 7, Windows 7 SPl
Windows 8, Windows 8.1 Windows 8, Windows 8.1
Windows 10 Windows 10
Server 2003 SPl & SP2, Server 2003 R2 Server 2003 SPl & SP2, Server 2003 R2
Server 2008 SPl & SP2, Server 2008 R2 Server 2008 SPl & SP2, Server 2008 R2
Server 2012, Server 2012 R2
------------ -------- --------- ----
Supported Database Manage111ent Systems

Database Management Systems (x86) Database Management Systems (x64)
Oracle lOg pre-r2 (Version 10. 1.0.2 and above) MSSQL 2008 vlO SP1-SP3 and Express
Oracle lOg re (Version 10.2.0.4 and above) MSSQL 2008 R2 vlO.S SP1-SP2 and Express
Oracle llg (Version 11.1.0.7) MSSQL 2012 vll SPl and Express
Oracle llg r2 (Version 11.2.0. 1)
Oracle 12c (Version 12.1)
MSSQL 2008 vlO SP1-SP3 and Express
MSSQL 2008 R2 v10.5 SP1-SP2 and Express
MSSQL 2012 vll SPl and Express
- ------ -------
Supported Web Browsers Supported Mobile Devices _

Google Chrome Apple iOS
Mozilla Firefox Android
Internet Explorer 10, 11 Blackberry
Microsoft Edge Windows

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-- ---- ----- --- ----- ----- ------ -----
----
Minimum Requirements
---
1-3 Simultaneous
----
Connections
---
Laserfiche Server Laserflche Client Laserfiche Scanning
Operating System Windows Server 2008 SP2 Windows Server 2008 SP2 Windows?
Windows Server 2008 R2 Windows Server 2008 R2 Windows 8, 8.1
Windows 7 Windows? Windows 10
Windows 8, 8.1 Windows 8, 8.1
Windows 10 Windows 10
Windows Server 2012 Windows Server 2012
Windows Server 2014 Windows Server 2014
Database Engine MS SQL Server 2008 Not Required Not Required
MS SQL Server 2008 R2 (Server Only) (Server Only)
MS SQL Server 2012
MS SQL Server 2012 R2
MS SQL Server 2014
Oracle 9i Release 2 (9.2.0.8+)
Oracle lOg (10.2.0.5+)
Oracle 11g (11.1.0.6+)
Oracle 11g R2
CPU 2GHz 700 MHz 2.4 GHz
Memory 2GB 256MB 1GB
Free HD Space 40GB 5GB 10GB
..
Note: laserfiche supports all x86 and x64 editions of Wtndows. VlrtuahzatJon w1th VM ESX and MS Hyper-VIS fully supported .
- ----- ------ ---- ----- ------ ----- ---
----- -----
Recommended Requirements
----
1-15 -
-----
Users
--- ----- ----
Laserfiche Server Laserfiche Client Laserfiche Scanning

Operating System Windows Server 2008 or Windows Vista SP2 Windows Vista SP2
later Windows? Windows?
Windows 8, 8.1 Windows 8, 8.1
Database Engine MS SQL Server 2008 R2 Not Required Not Required
MS SQL Server 2012 (Server Only) (Server Only)
Oracle 11g (11.1.0.6+)
CPU 2.0 GHz Dual Core XEON 2.4 GHz 2.8 GHz Dual Core
Memory 4GB 2GB 3GB
Free HD Space 100GB in RAID 1 10GB 20GB
..
Note: Laserfiche supports all x86 and x64 ed1t1ons of Windows. Vntuahzat1on w1th VM ESX and MS Hyper-V IS fully supported .

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Attachment 7- Technical Specifications
Server Diagram for Laserfiche Avante Implementation

1Q-l0 Simultaneous Users (T~Kt searchina, Scannina), 20-!IOTotal Named
Users.
j, 41~'~;(D"'ICPU)) 24Ghz
6GB RAM
100GB OS
OPTIONAL:
4COres (Dual CPU) 2.8Ghz
6GB RAM
OPTIONAL: Offline Backups:

L.aserflche Volumes
Laserflche Repository Database (5~
laserflche Workflow Database {SQL) ]
SQL and Oracle, Oracle is

available at an additional cost.
Optimal and minimum database requirements Database Management Systems

(x86)
Oracle lOg pre-r2 (Version
10.1.0.2 and above)
Oracle lOg re (Version 10,2,0.4
and above)
Oracle llg (Version 11.1.0.7)
Oracle llg r2 (Version 11.2.0.1)
Oracle 12c (Version 12.1)
MSSQL 2008 vlO SP1-SP3 and
Express
MSSQL 2008 R2 vlO.S SP1-SP2
and Express
Database Management Systems
(x64)
MSSQL 2008 vlO SP1-SP3 and
Express
MSSQL 2008 R2 vlO.S SP1-SP2
and

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Optimal and minimum server requirements Supported Operating Systems:
Operating Systems (x86)
Windows XP Pro SP3
Vista SP1 & SP2
Windows 7, Windows 7 SP1
Windows 8, Windows 8.1
Server 2003 SP1 & SP2, Server
2003 R2
2008 R2
Operating Systems {x64}
Windows XP Pro SP3
Vista SP1 & SP2
Windows 7, Windows 7 SP1
Windows 8, Windows 8.1
2003 R2
Server 2008 SPl & SP2, Server
2008 R2
Server 2012, Server 2012 R2
Optimal and minimum desktop (client) requirements Windows 7 SP1 or later
Can servers be virtualized? Which virtual platforms are supported? Laserfiche supports a virtual
server environment for all server
level components .. Some of the
software products available for
virtualization are VMware (used
and recommended by
Laserfiche), Microsoft Virtual PC,
Microsoft Hyper-V, and XEN
hypervisor (opensource).
What is the expected size of the database, both initially and 1-5 The size of the database is
years of growth? directly proportional to the
amount of content stored in the
system. Without knowing all of
the content to be stored it is
difficult to make an estimate.
Based on cities of similar size it
would be reasonable to guess a
database size of 100GB and total
storage of 500GB after five-years.
What is stored in the database? Any large binary objects? The Laserfiche Architecture
stores documents directly to the
file storage sub-system, rather
than directly into the database.
This improves the performance
of the system by reserving the
database storage for items that
need to be queried, e.g.
metadata.
Will the database be in Full or Simple Recovery Mode? This would be a choice made by

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the City and does not directly

impact Laserfiche. Microsoft
recommends full recovery mode,
but there are possible arguments
to be made to use simple
mode.
Is content delivered through a web browser (which browsers
supported?)
What application toolsets are included in software The Laserfiche SDK is an optional
item not included in the
proposal. It is a nominal cost to
add-on should it be of benefit to
the
What programming languages/skills required to maintain software No programing is required to
maintain the software.
What tools are available to customize/modify software and database Admin Console and the Web
add fie I Admin Console.
What security tools are provided in software? Laserfiche provides the ability to
configure very granular security
within the system. It also
provides for the ability to
perform detail auditing of the
Laserfiche system. No 3'' party
security software is otherwise
How is security profile defined?

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Attachment 8 -Alternative Delivery Options
Describe any minimum contract periods

Minimum ofS
After contract period, is it possible to transition It is currently possible to transfer to an on-premise
to self-hosted model? Describe what is required model. There would be labor costs associated with
for transition and cost moving the information from the cloud to an on-
premise version. There would potentially be additional
bandwidth costs associated with a large-transfer from
Amazon. There would be the costs ofthe on-premise
To ensure recovery in the event of a disaster,

Laserfiche repository data is backed up every 6 hours.
Database backups are encrypted and stored in
Amazon 53 (Simple Storage Service). Backup data is
actively replicated to alternative data centers. Backups
are never overwritten and all backups are kept for at
least 14 days. The recovery time objective in the event
of a disaster is 2 hours.
Describe proposed application availability service Amazon provides an uptime commitment for EC2 of
level 119's
Describe security including firewalls, Amazon EC2 provides a complete firewall solution;
authentication, and architecture of data center this mandatory inbound firewall is configured in a
default deny-all mode and Amazon EC2 customers
must explicitly open the ports needed to allow
inbound traffic. The traffic may be restricted by
protocol, by service port, as well as by source IP
address (individuai!P or Classless Inter-Domain
Describe network level security Content is encrypted at rest and in transit. Repository
content files are encrypted at rest using AES-256.
!Psec is used to secure all direct network
communication between AWS virtual machine
instances. TLS is used to secure all network
communication between AWS services and Laserfiche
services and between customer programs (e.g., a Web
and Laserfiche services.
Describe physical security of data center AWS's data centers are state of the art, utilizing
innovative architectural and engineering approaches.
Amazon has many years of experience in designing,
constructing, and operating large-scale data centers.
This experience has been applied to the AWS platform
and infrastructure. AWS data centers are housed in

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nondescript facilities. Physical access is strictly

controlled both at the perimeter and at building
ingress points by professional security staff utilizing
video surveillance, intrusion detection systems, and
other electronic means. Authorized staff must pass
two-factor authentication a minimum of two times to
access data center floors. All visitors and contractors
are required to present identification and are signed in
and continually escorted by authorized staff. AWS only
provides data center access and information to
employees and contractors who have a legitimate
business need for such privileges. When an employee
no longer has a business need for these privileges, his
or her access is immediately revoked, even if they
continue to be an employee of Amazon or Amazon
Web Services. All physical access to data centers by
AWS and
Describe data center security policies including AWS has established formal policies and procedures to
background checks on employees and other delineate the minimum standards for logical access to
measures to protect confidentiality and AWS platform and infrastructure hosts. AWS conducts
sensitivity of City's data criminal background checks, as permitted by law, as
part of pre-employment screening practices for
employees and commensurate with the employee's
position and level of access. The policies also identify
functional responsibilities for the administration of
access and
Describe back up procedures and testing of To ensure recovery in the event of a disaster,
backups and other quality assurance processes to Laserfiche repository data is backed up every 6 hours.
ensure the backup is working correctly. Database backups are encrypted and stored in
Amazon 53 (Simple Storage Service). Backup data is
actively replicated to alternative data centers. Backups
are never overwritten and all backups are kept for at
least 14 days. The recovery time objective in the event
of a disaster is 2 hours.
Describe process for installing patches and The software will occasionally be
updates notifications of any potential downtime will be made
well in advance. Typically, small updates would be
relatively transparent, with large updates taking place
of weekends i
Describe process for roll-back of patches and Laserfiche can roll-back any updates to the platform.
updates if major functionality is broken as a
result of the

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Laserfiche Cloud Option
laserfiche Cloud is a Software as a Service (SaaS) solution that provides a central digital repository
accessible from anywhere there is an internet connection. With laserfiche Cloud you can:
Deploy document management solutions via SaaS to get up and running quickly
Reduce startup, infrastructure and IT administration costs
Manage and control files seamlessly across your organization, regardless of where and how they
are accessed
Maintain compliance with robust security and auditing features
Capture Document from Any Device

laserfiche Cloud makes it easy to centralize paper and electronic files from multiple devices.
Scanning: Convert paper records to imaged files on demand by connecting your scanner to
laserfiche Cloud with the laserfiche Scanning tool
Digital Capture: Reduce back-office work by saving to default folders with one click, auto-
importing documents and automatically populating metadata
Mobile Capture: Turn photos taken on phones and tablets into searchable, secure documents
User-Friendly Features enables Rapid Adoption

Get employees, customers, contractors and third parties using digital documents quickly with
repositories that provide filtered, personalized views offiles and options.
Custom User Views: Filter by recently opened, frequently used and active documents
Rich Search: Instantly retrieve documents with quick and advanced search options tailored to
individual users' security rights
Robust Metadata: View and modify all document metadata, annotations, fields and other
modifications in a single user-friendly pane
Protect Documents with Robust Auditing and Security

Bring control and transparency to your operations with built-in tools that manage the use of information
assets stored throughout your laserfiche Cloud system.
Auditing: Automatically track user actions to generate reports of user actions, document access
and modifications
Granular System Security: Control user actions and document access down to the metadata
level
Records Management: Manage file retention schedules for streamlined archiving and
compliance records plans.

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Implementation Plan
As a project based firm, ECS Imaging, Inc. understands that our reputation is based on the impression
we leave with our clients at the end of each project engagement. We place a great deal of emphasis on
our project plan and the implementation methodology behind that plan. We have found this emphasis
to be beneficial in ensuring that all of your expectations are met and exceeded throughout the
implementation process.
One ofthe major advantages of Laserfiche as an ECM solution is how fast it can be deployed. The
majority of Laserfiche systems are installed within a matter of days, rather than months. To enable a
controlled, effective and timely implementation we would recommend a phased approach. We have
used this technique successfully in many previous implementations. The following section outlines the
ECS methodology for implementation and is based on PMBOK guidelines published by the Project
Management Institute.
Project Management Methodology
Step I: Requirements Analysis -Gather and Confirm All Requirements for a Successful Implementation
Performing a thorough requirements analysis is a critical first step to successfully completing a project
on time and within budget. The requirements analysis involves a re-examination of the documents that
will be captured, the processes that will be automated and the way people will use and interact with the
documents once they have been digitized. During the requirements analysis, important design factors
such as security, access and retention requirements will be examined and documented.
Step Z: Planning - Define the Formal Work Plan, Checkpoints and Milestones for the Project
The formal work plan will serve as the master schedule by which progress is measured. The work plan
will include all project-related tasks, as well as all required resources. The published work plan will also
be used to track all project-related activities and generate scheduled and ad hoc progress reports. No
work on the project will begin until a mutually-accepted work plan has been developed.
Step 3: Design - Design Every Aspect of the System in a Design Specification Document
Design is usually the first milestone of the project plan and is always documented in detail. System
specifications will be developed to meet the needs outlined in the requirements analysis. These
specifications will be submitted for approval before the build process begins.
Step 4: Build - Build the Application According to the Design Specification

The system should be built according to the approved specifications. Any changes that need to be made
should be made to the specification and agreed upon before they are implemented.
Step 5: Test- Test the Application for Functionality, Performance and Design, According to the
Specification
Before the solution is rolled out, comprehensive testing should be done. It's important to identify issues
through testing so that productivity is not hindered once the system goes live.

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Step 6: Revise - Revise the Application per Testing Results and Conform to Design Specification
Based on test results, there may be functional or performance issues that require modifications to
hardware or software components to address. System modifications should require the approval of an
appended specification before they are made.
Step 7: Rollout- Launch the Application, Supported with Communication, Training and Service
The system should be rolled out based on a defined plan. All rollout activities, such as pilot testing,
change management activities and training should be coordinated to ensure a smooth transition to the
new system.
Roles and Responsibilities
Team Role Responsibilities

Member
AI Carrion Account Make recommendations for business process improvements
Manager Finalize contract negotiations and commitment of ECS Imaging, Inc. to
Project
Monitor Project Manager accountabilities
Monitor Technical Manager accountabilities
Maintain active relationship with Client's Project Sponsor
Shelby Project Make recommendations for business process improvements
Chung Manager I Provide progress updates
Business Provide structured Implementation methodology
Analyst Analyze current methods and map to desired outcome
Identify gaps between desired outcome and standard software
capabilities
Communicate required process changes to implement solution
Prepare & coordinate solution deployment
Coordinate the availability of staff to meet requirements of Project Plan
Communicate and confirm scheduled times with the client and ECS staff
Chad Technical Make recommendations for business process improvements
Rodriguez Manager Responsible for delegating configuration and setup according to
requirements and analysis (technician to be determined based on
project scope)
Drive systems testing; resolve nonconformance's
Participate in User Acceptance Testing; resolve nonconformance's
Coordinate development of custom documentation to be provided to
client
Kelli Burton Trainer Develop User Training Documentation for:
0 Laserfiche Client
0 Laserfiche Administration
0 Any custom processes or products
TBD Technical Configuration and setup of system
Associates Onsite and Remote Technical Support
Onsite Training

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Project Plan
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Zdays Mon4/3/17 Tue4/4/17
~i -days Mon4ti/17 Tue4/4/17
SSdays Wed4/S/17 :rue 6fz0/17
SSdays Wcd4/5/17 .rue 6/20/17
Monitor and Control Project Work .OhB ;SS days Wed4/S/17 Tue 6/20/17
Integrated Change Control Ohrs :ss days Wed4/SJ17 Tue 6/Z0/17
Scope venncauOn Ohrs 55 days Wed4/S/17 .Tue 6/Z0/17
SchedUle" Control Ohrs 55 days Wed4/S/17 Tue6/Z0/17
Manaae Finances Ohrs 55 days weci/Stt7 Tue6/Z0/17
Perform Quality Cont~ Ohrs 5Sdavs Wed4/S/17 Tue6/Z0/17
Manaae Project Team :ohrs 55 days Wed4/S/17 Tue6/Z0/17
Produce Performance Reports :ohrs .ss days Wed4/S/17 :rue 6/20/17
37 Manage Stakeholders Ohrs 55 days Wed4/S/17 :Tue 6/Z0/17

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55 days Wed4/5/17 'rue&/Z0/17
2days Wed4/S/17 :rhu4/6/17
'2 d~ys Wed4/S/17 rhu4t6m
Laserfiche Software Installation :ohrs '2doys .Wed4/S/17 Thu4/6/17
Laserftche Server Installation :ohrs c2 days Wed4/S/17 .Thu4/6/17
Insta-ll i.iSeNer 'iO:X Ohrs [2days Wed4/S/17 rhu4/6/17
lnstcili Aiid1i Trail. tO.x :ohrs .2 days .Wedi!/S/17 Thu4/G/17
Install Forms lO.x Ohn ;zdays wed4/5/17 ,Thu4/6/17
Install RME to. '0hrs :z days Wed4/5/17 Thu4/6/17
Install Web Access lO.x Ohn 2days Wed4/5/17 'Thu4/6/17
Install Webllnk Public Portal9.x 'Ohrs ,2days Wed4/S/17 'Thu4/6/17
hlStoitfWOrkflOw J.O.X 'Ohrs- ::2 days wec~4ts/i7 Thu 4/G/i.7 .
Quick Fields lO.x Ohrs ;2 days Wed4/5/17 Thu4/6/17
L85erflct.e-cuent lnsia.II;Jii'or1 :Ohrs :2 days Wed4/5/17 Thu4/6tt7
Install Client and Scan Workstations 10.x :ohrs 2days w.d4/stt7 ThU4/6/17
lnstalllF COnnector 10.x Ohrs ;zdays 'wed4/s/17 Thu4f6/17
Sdays Tue4/11/17 Mon4/17/17
s days Tue4/1l/17 Mon4/17/17

CITYOFCARMEL-BY-THE-SEA LCIS1'
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Consultation Repository Oeslan Recommendations Ohrs :s days :ru&4/11Ji7 ;Mon4/17/17
Confi&ur~tlon ... Repository Design Implementation Sdays :Tue 4/11/17 .Mon4/17/17
35days 'wed 4/l9/l7 ;rue&/6/17
3Sdavs Wcd4/19/17 ,ruo&/6/17
- Preiiinlni,Y Needs,ASsessfntnt :ohrs ,35days Wed4/19/17 Tue&/6/17
Document Existina: System ,Ohr. 3Sdays Wed4/19/17 Tue6/6/17
Consultation Business Ptocfis Recommendations Ohrs 35days wi.d4/19/17 'rue6/6/17
Develop Recommendations :ohrs 35davs Wed4/19/17 :rue6/6/17
Present Recommendations Ohrs 3Sdays Wed4/19/17 .Tue6/6/17
COnfliur:lttoft -~-BUSiness PiOc:esS Oesiir1 IMPlementatiOn ,Ohrs 35days wi.d 4ii9t17 :rue 6/6/17
Build SOiuiiOn$ Ohrs '35 days !Ned 4/19/17 ,Tue6/6/1l
DePloy Fiftal sOlutions -Ohrs 35days wi.d 4/19/17 ;rue 6/6/17

Sdays Frl4/14/17 Thu4/20/17
Sdays Fri 4/14/17 Thu4/20/17
File Migration .Ohrs :Sdays frl4/14/17 Thu4/20/17
File Migration Planning 'Ohrs 'Sdays Frl4/14/17 .Thu 4/20/17
Proarammlna Ohrs Sdays Frl4/14/17 Thu4/20/17

CITY OF CARMEL-BY-THE-SEA Llcs, ,,_". '. . .
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Primary File Ml,..atlon .oh,. Sdays 'Fri4/14/17 Thu4/20/17
Verification 'oh.. :s day' 'Frl4/14/17 Thu4/20/17
Reprocesslna ;ohrs :Sdays Frl4/14/17 Thu4/2otii
'Sdav> Wed 6/14/17 .Tue 6/20/17
:sdays .Wed 6/14/17 :rue 6/20/17
Solution Testing oh .. Sdav> ,Wed G/14/17 .rue &120117
SoJUiron Chanaes and AdditiOnBi reSirng Ohrs 'sdaY$ Wed 6/14/i:r Tue6/20/17
:
Solution Validation ;ohrs Sdays Wed6/14/17 :Tue 6/20/17
2days Wed 6/21/17 Thu6/22/17
;2 days ,wed 6/21/17 'Thu 6/22/17
:2 dav> 'wedG/21/17 !ri.u &/22/17
;2 dav> wecl&/21/l'i Thu 6/22/l'i
'Sdays .Fri 6/23/17 Thu&/29/17
,sdav> Frl&/23/17 Thu&/29/17
Sdays Frl6/23/17 Thu&/29/17
~5 days Frl6/23/17 Thu&/29/17

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City Project Staffing
The City of Carmel-by-the-Sea is responsible for providing clear direction as to the requirements for the
system and for ensuring that staff attend the trainings required to ensure the City receives the most
value for the solution. ECS expects to fully configure the Laserfiche system and also expects to provide
the City with the training required to perform ongoing tasks, such as add a new record type. The City
should involve an IT staff member to provide ECS with access to the server for installation, department
head(s) to provide details of department requirements, and the end-users who are responsible for
attending training sessions.
Attachment 9- Personnel/Staffing
The Proposer shall include the names and detailed resumes of all proposed contractor key personnel,
including references for the work performed by each of the staff. The Proposer must fill out the table
below and include detailed resumes in a consistent format with the submittal.
Proposed Contractor
Name Chad Rodriguez
Position Title ChiefTechnology Officer
Key Position as Specified in the RFP Make recommendations for business process
improvements.
Responsible for delegating configuration and setup
per requirements and analysis (technician to be
determined based on project scope).
Drive systems testing; resolve nonconformance.
Participate in User Acceptance Testing; resolve
nonconformance.
Coordinate development of custom documentation to
be provided to client.
Project Manager Experience Desired Actual Proposed Managers Relevant Experience
Years Years
Worked as Project Manager on 5 15 Led project to implement an enterprise
comparable projects wide multi-departmental document
management and workflow system at a
multi-location government
organization. Project included in-depth
analysis of business processes, prototyping,
and integration into existing databases,
mainframe, and LAN/WAN environment.
Led project to implement an enterprise
wide document management, workflow,
and high availability system at a multi-
location government organization. Project
included the replacement of a legacy
document management system, building
new and more efficient business processes,
integration into existing systems, and

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- - --
managing resources to meet aggressive
schedules.
led project to migrate legacy document
management system content to a new
enterprise wide document management
system at a government
organization. Project included managing
production critical system resources,
sensitive time schedules, and transferring a
significant amount of historical data.
Experience directing and overseeing all 5 15 Accomplished management professional
phases of Document I Records I Agenda with significant experience in electronic
management system, including, but not content management~ team management,
limited to, projects involving multiple project management, network
business views, integration with 3rd party infrastructure, software development, and
software, interfacing with other systems systems administration with an emphasis
and databases and training and customer on industry proven process improvement
service strategies across various business
applications. He earned a Bachelor's
degree in Computer Science and
Engineering as well as a Master's degree in
Business Administration. He is a
motivated, transformational, and
responsible individual who possesses
exceptional interpersonal skills as well as a
personal dedication to providing the best
quality of work whether from himself or his
team.
Experience managing projects similar or 3 15 See Above
larger in scope as the project identified
within this RFP
Experience managing a team of 5 people 3 15 Our Chief Technology Officer oversees a
or more Support Manager and 12 Technicians
Proposed Contractor
Name Shelby Chung
Position Title Project Manager I Business Analyst
Key Position as Specified in the RFP Make recommendations for business process
improvements.
Provide progress updates.
Provide structured Implementation methodology.
Analyze current methods and map to desired
outcome.
Identify gaps between desired outcome and standard
software capabilities.
Communicate required process changes to implement
solution.
Prepare and coordinate solution deployment.
Coordinate the availability of staff to meet
requirements of Project Plan.
Communicate and confirm scheduled times with the

Worked as Project Manager on 5 5 Decreased LA County Office of Education
comparable projects application time from 3 hours to 30
minutes.
Worked with First Foundation Bank to
accelerate the scanning\filing process from
1 minute to 10 seconds per document.
Helped the San Bernardino Police
Department create a workflow to
intelligently file away case files and notify
the correct officer assigned to the case.
Constructed workflows for Victor Valley
Transit Authority's Accounts that was
showcased at our annual conference.
Designed Riverside County IT Public
Health's incoming medical documents
workflow, utilizing their electronic fax
server and other Laserfiche tools.
Redesigned Brown Metals Company's
current system to completely go paperless,
and 1 time.
Experience directing and overseeing all 5 5 Veteran project manager working with
phases of Document I Records I Agenda government entities as well as the private
management system, including, but not sector, analyzing businesses processes and
limited to, projects involving multiple developing tools and workflows to make
business views, integration with 3rd party customers more efficient. 5 years of
software, interfacing with other systems experience working with Laserfiche
and databases and training and customer software.
service
within this RFP
Experience managing a team of 5 people 3 0 Horizontal Manager Direct Reports
or more
Proposed Contractor
Name Kevin Ng
Position Title Business Analyst I Solutions Engineer
Key Position as Specified in the RFP Software Installation I Configuration
Project Manager Experience Desired Actual Proposed Managers Relevant Experience

Years Years
Worked as Project Manager on 5 5 Extensive background in software
comparable projects installation and configuration of Electronic
Content Management System.
Innovative thinking to bring "out-of-the-
box" designed solutions of business

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processes and workflows to improve

current processes.
Attention to detail in understanding client's
needs, business practices, and meeting
goals.
As a project manager, can manage
numerous projects varying in size from
start to finish.
Has provided successful solutions to
Engineering, Finance, Human Resources,
Education, etc.
Experience directing and overseeing all 5 5 Kevin Ng was hired as a Solutions Engineer
phases of Document I Records I Agenda for ECS Imaging, Inc. at the start of 2013.
management system, including, but not He now serves the Northern Regional office
limited to, projects involving multiple as a consultant for Laserfiche products with
business views, integration with 3rd party an emphasis on Laserfiche Workflow and
software, interfacing with other systems Laserfiche Forms. He also provides
and databases and training and customer assistance in support calls and trainings for
service clients. His primary duties involve pre-sales
consulting, post-sales implementation,
project management, workflow analysis,
and records retention. Before coming to
ECS, Kevin worked as a Design Engineer for
San Francisco's Department of Public
Works. Kevin's familiarity of government
processes and his past experience with IT
has allowed him to become a great
resource and connection with many of our
clients.
within this RFP
Experience managing a team of 5 people 3 0 Horizontal Manager wlo Direct Reports
or more
DOCUMENT I RECORDS I AGENDA MANAGEMENT SYSTEM

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Training Plan
Providing proper training is critical to the success of the implementation. In most cases, training is
provided onsite by ECS trainers using the installed system. These training sessions can be scheduled for
individuals or groups according to their role. Training may consist of one or more of the following
courses depending on the software modules purchased.
End User Training
Laserfiche Thick and Thin Client Training- Laserfiche Client, Web Access, We blink
This hands-on or group training is for users who have never used laserfiche before. Some of the topics
covered in this training are: Annotations, Customizing the Document Viewer, Document Metadata,
Using the Folder Browser, Electronic Documents, Searching, Importing Documents, Exporting and
Printing Documents, and Snapshot.
One session will be comprised of scanning, batch scanning, advanced scanning, indexing, filing and
retrieval functions. It is recommended that only a few at a time be in this session, as this session
includes hands-on training for each person. It's important that each Scan operator actually scan in real
documents and get familiar with the process.
The second session will be for retrieval and viewing only users. It is recommended that there are no
more than 10 individuals per session. This will address the various retrieval methods, viewing options,
printing, emailing and customizing tool bar options.
Laserfiche Scanning Training

This hands-on or group training is for user who will be scanning documents into laserfiche using
Laserfiche Scanning. Topics discussed in the training are indexing, short-cut keys, batch processing
techniques, and cleanup tools. Laserfiche Client Training is a prerequisite for this class.
Search and Retrieval Training

This session includes detailed instruction on the various methods for searching within laserfiche
including Quick Search and the Customize Search option for more advanced search criteria. This session
also covers search results and what information is returned, how to open and view documents, and how
to utilize the information returned.
Administrator Training
Laserfiche Administrator Training

System administrators should be encouraged to participate in as much of the implementation process as
possible so they understand how the hardware and software components are configured and work
together. Laserfiche Client Training is a prerequisite for this class.
System Administrator Training begins with a comprehensive overview of the Laserfiche System. This
includes each component reviewed in detail. Integration and installation issues are also addressed. The

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Your World Class Laserflt-he Prov1der
role of the trainer is to provide the participants a thorough understanding of the laserfiche system so
that they can develop, integrate, and manage the system at their organization.
As a Training Outline, they will be learning: Template Creation and modification, folder design concepts,
laserfiche security setup and administration, database backup, other miscellaneous tips and tricks for
the laserfiche System Administrator, volume management, other laserfiche products/plug-ins, most
common laserfiche problems and how to resolve them. Some of these functions may be taught also to
the Department Manager. The System Administrator is usually someone with a good knowledge of
computers; often an Information Technology person would be best for this role.
Power-User Training
laserfiche Workflow Training

This hands-on training is for users who will be designing workflows within the laserfiche System. This
class is not exclusive to IT, but users should be technically savvy and familiar with IF/THEN logic. Some of
the topics covered in this training are: Parallel and Conditional Routing, E-mail Notifications, Reminders I
Deadlines, and Repeat/looping related to business processes. Laserfiche Client and System Admin
Training is a prerequisite for this class.
Laserfiche Forms Training

This hands-on training focuses on the design and configuration of electronic fillable forms.
laserfiche Quick Fields Training

This hands-on training and is for users who will be creating Quick Fields Sessions. Typically, this training
is restricted to IT or Power Users of laserfiche as once a Session is created it can be used by multiple
people. As such, only interested parties should attend. Class material is dependent on purchased Quick
Fields modules. Laserfiche Client Training is a prerequisite for this class.
Laserfiche Audit Trail Training

This hands-on or group training and is for user who will be generating or viewing Audit Reports on the
laserfjche Repository. laserfiche Audit Trail is typically used to investigate the viewing, retrieval, or
export of a document from the laserfiche Repository. This class is typically limited to Administrators and
Power Users with comprehensive access to the laserfiche Repository. Laserfiche Client Training is a
prerequisite for this class.
laserfiche Records Management Training

This is hands-on training covers basic records management concepts for records managers and for
general staff.
Integration Training SDK /LF Connector

Training applies to integration with specified line of business applications.

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Additional Training
Self-Guided Online Training (Laserfiche Support Site)

As part of your Laserfiche Software Assurance Plan, all licensed users of the system will have 24/7 access
to the Laserfiche Support site where you will find additional online training opportunities. Laserfiche
offers a Certified Professional Program with online courses designed to provide users with step-by-step
training on setting up, using and optimizing Laserfiche software. The first course (ECM 101) is available
at no cost and is recommended for anyone new to Laserfiche. Additional courses are offered at a cost of
$100 per course and provide detailed information to help users maximize the value of their Laserfiche
investment. Certification includes a self-paced online exam, if users do not pass the exam on the first
attempt, they can take it a second time at no additional cost. Below is a list of the Certified Professional
Program courses offered by Laserfiche:
1. . .. . ;: ... >c . j ~~~m~~eel'iifi~dPri>fl!ssipnal erqgl-;:jtl'\ Cp\)r~e$; ')'. .. . / (,

Enterprise Content Management 101 Laserfiche Administrator
Laserfiche Specialist Laserfiche Administrator II
Repository Architecture Advanced Security
Business Process Management Records Management Edition
Capture I Troubleshooting
Capture II: Quick Fields Laserfiche Integrator I
Capture Workflow
Additionally, the Laserfiche Support Site offers a variety of resources to help you use your Laserfiche
products more effectively including best practices and tips for using the products, troubleshooting
information and hotfixes, technical papers on a variety of topics, product demonstration and how-to
videos, and a Code Library and other resources for developers. The Support Site is updated regularly.
ECS User Groups and Annual Client Conferences
We believe in providing continued added value to our clients in an ongoing basis and assisting them in
utilizing the solutions we provide to the maximum potential. That is why we offer complimentary
training opportunities throughout the year to provide added value to your Laserfiche investment. We
offer free User Group Workshops scheduled in Northern and Southern California on a quarterly basis
that are hosted by one of our client's at their facility.
Our complimentary Annual Client Conferences are also held in both Northern and Southern California
and provide a full day of Laserfiche training, networking, and consultation opportunities. Our monthly
eNewsletter provides additional information about ECS events and Laserfiche news including product
details, new software releases and updates, tips & tricks, client success stories, webinars, and other on-
line training resources.

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Maintenance and Support Program
Laserfiche Support Assurance Plan (LSAP) includes unlimited telephone support and free copies of
Software Version Updates. Updates are released an estimated 1-4 times per year. ECS Imaging, Inc. will
promptly troubleshoot and resolve any issues that may arise. The Plan also includes all the latest
hotfixes, updates and patches to keep your system running at peak efficiency. New releases of all
licensed products are available to ensure that your system stays current. Your staff will have 24/7 access
to the Laserfiche Support Site where they will find detailed technical information to help optimize the
Laserfiche system. Comprehensive training opportunities are available to all staff including quarterly
Regional Training opportunities and the annual Laserfiche Institute Conference where Laserfiche experts
will demonstrate how best to utilize Laserfiche tools to increase productivity. 100% of the purchase
price of your current Laserfiche software can be credited to any new product purchase.
ECS Priority Support is an additional support plan to the basic Laserfiche Software Assurance Plan
{LSAP). Although LSAP offers basic phone support with a 24-hour response time, ECS Priority Support
responds promptly to our client's needs and concerns. Our experienced tech team is standing by to
respond within 2 hours of our client's call. Most of our calls are answered immediately and resolved
within the same business day. Clients with Priority Support each have a dedicated account manager
familiar with your organization and specific solution to provide consultative checkups and care.
Consistent and continual operability is

paramount for your organization. Rather
than spending hours on the phone or on
the internet looking for a solution, ECS
Priority Support will help get you fully
operational with an immediate
response.
Location is very important when it
comes to supporting our clients. Having
offices located in both Northern and
Southern California allows us to respond
quickly to onsite support requests.
Client Care Coordinator assigns a
professional consultant to each client for
individualized care.
Immediate response time allows our
specialized tech team to respond to your
problems immediately within hours of
your call.
Guaranteed on-site hours gives our
clients pre-paid hours each year for
additional training, updates, consulting
and support on-site.

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ECS Maintenance and Support

Each client maintains an experienced Account Manager dedicated to your current and future needs.
Your Account Manager helps coordinate training and on-site visits in conjunction with our Client Care
Coordinator. Your Account Manager provides consultative advice to the project not only at the
beginning, but also for planning out future requirements as well. This level of care ensures a smooth
implementation and guarantees that our client's expectations are met or exceeded.
ECS Imaging commits to provide quality technical support services via a single point of contact. Our
Client Care Coordinator is responsible for utilizing ECS Imaging technical and sales staff to provide
superior response and the proper attention on the first call. Our Client Care Coordinator is the in-house
representative for our client and provides a single point of contact for all technical support requests.
Our client care commitment includes:

Phone answered live during business hours
Coordinates technical visits, training sessions and scanning projects.
Schedules document pick-ups and deliveries between ECS technical staff and our clients.
Does follow up correspondence with our clients' after all on-site visits to ensure quality service.
Provides tracking and monitoring of products owned and support requests using our CRM
system.
Our priority support plan includes a Toll Free number with Unlimited Priority Phone Support with a 4-
hour response time. Additional support avenues include a dedicated support email account
(HelpDesk@ecsimaging.com), and Website with download/upload capabilities. We also offe~ Remote
Assistance/Terminal Services support.
We offer hours of support from 7:30AM to 5:00PM PST, Monday through Friday, excluding holidays.
All support will be provided through ECS Imaging, Inc. directly. Included in this proposal are hours
available for remedial support, additional consulting requirements, or for version upgrades/releases of
the software.
ECS will provide all technical support for your installed Laserfiche system and will be your first point of
contact when issues arise.
ECS Direct Support I Extended Support Hours

ECS offers after hours support on a case by case basis typically for large upgrades to minimize downtime
or emergency support. ECS does have customers that run 24/7 operations and provides support when
needed for those clients. Laserfiche provides a 24/7 support portal website complete with videos, white
papers, knowledgebase articles and Laserfiche Answers for Q&A. Laserfiche has the complete help
manual online built into the system with screenshots and context sensitive search for help topics.

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Escalation Process
Tickets Reviewed by Escalation Manager Tickets Automatically Sent to Escalation Manager

Tickets open 2+ business days Tickets open 30+ days*
Tickets not updated by technician for 3+ business days Tickets with no easily defined resolution
Tickets that require Laserfiche Support assistance Case by case approval by management
*Exceptions -long term projects, waiting on client, waiting on hardware, etc.
Attachment 10- Maintenance and Support
Support Packages Offered (Bronze, Silver, Gold, Priority Support packages include:
etc.) 10 hours
20 hours
50 hours
100 hours
Complimentary User Groups scheduled every

quarter in Northern and Southern CA at one of
our client's locations. Complimentary Annual
Conference held in both Northern and Southern
CA which provides full day of training, networking
and consultation opportunities. Over 200
Laserfiche Users in attendance at each
User Group Members

Upgrades can be downloaded from the Laserfiche
Support Site. ECS can also perform the upgrade at
the
Are upgrades required?

CITY OF CARMEL-BY-THE-SEA Llcs, .,,".".- - ,
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Exceptions to the RFP
ECS Imaging takes no exceptions to the RFP.

ECS Imaging, Inc.
Quote
Phone: 951-787-8768
5905 Brockton Ave, Suite
Fax: 951-787-0831
C
www.ecsimaging.com
Riverside CA, 92506
Q2 2016 V15
Quote Type Avante
Quotation For Quote Info
Name: Ashlee Wright Date: 11/16/2016
Company: City of Carmel by the Sea Quote Number: 11/16/2016
Phone: 831-620-2016 Valid Through 6/30/2017
E-mail: awright@ci.carmel.ca.us Terms: NET20
Account Manager: Al Carrion
Phone: 408-771-4916
E-mail: al@ecsimaging.com
Description of Product and Services
Laserfiche Avante system with includes Workflow, Web Access, Snapshot and Email. Additional document management modules of Advanced Audit Trail, Records
Management and Forms. Scanning document modules of Quick Fields with Zone OCR and Digital Signatures. Laserfiche Connector to integrate applications. Services will
include software implementation and configuration. RME & Workflow consulting and configuration. Network file migration to Laserfiche Avante, project management and
training.
Software
SKU Description Unit Price Quantity Line Total
MSE30 Laserfiche Avante Server for MS SQL with Workflow $ 5,000.00 1 $ 5,000.00
MNF16 Laserfiche Named Full User w/Web Access, Snapshot, and Email $ 600.00 20 $ 12,000.00
MCQ01 Laserfiche Quick Fields $ 595.00 1 $ 595.00
MCQC3 Laserfiche Quick Fields Zone OCR and Validation Package $ 2,795.00 1 $ 2,795.00
MSM60 Laserfiche Records Management Module $ 6,000.00 1 $ 6,000.00
MFRM16 Laserfiche Forms $ 50.00 20 $ 1,000.00
MDGSG Laserfiche Digital Signatures $ 25.00 20 $ 500.00
MATX Laserfiche Advanced Audit Trail with Watermark $ 100.00 20 $ 2,000.00
Novus Agenda Software w/ Matrox Encoder $ - 1 $ -
Software Discount $ (5,978.00) Software Subtotal $ 23,912.00
Annual Maintenance
MSE30B Laserfiche Avante Server for MS SQL with Workflow LSAP $ 1,000.00 1 $ 1,000.00
MNF16B Laserfiche Named Full User w/Web Access, Snapshot, and Email LSAP $ 120.00 20 $ 2,400.00
MCQ01B Laserfiche Quick Fields LSAP $ 120.00 1 $ 120.00
MCQC3B Laserfiche Zone OCR and Validation Package LSAP $ 560.00 1 $ 560.00
MSM60B Laserfiche Records Management Module LSAP $ 1,200.00 1 $ 1,200.00
MFRM16B Laserfiche Forms LSAP $ 10.00 20 $ 200.00
MDGSGB Laserfiche Digital Signatures LSAP $ 5.00 20 $ 100.00
MATXB Laserfiche Advanced Audit Trail with Watermark LSAP $ 20.00 20 $ 400.00
N/A Novus Agenda Software w/ Matrox Encoder $ 13,650.00 1 $ 13,650.00
Annual Maintenance Subtotal $ 19,630.00
Hardware
Hardware Subtotal $ -
Professional Services
SKU Description Rate Quantity Line Total
ECSPM ECS Project Management $ 1,800.00 1.00 $ 1,800.00

ECSCI ECS Installation Services $ 1,800.00 2.00 $ 3,600.00
ECSCI ECS Install, Configuration, and Consulting Services $ 1,800.00 5.00 $ 9,000.00
ECSC ECS Data Conversion Services $ 1,800.00 1.00 $ 1,800.00
ECST ECS Training Services $ 1,800.00 2.00 $ 3,600.00
Novus Project Management And Training $ 2,500.00 1.00 $ 2,500.00
Professional Services Discount $ (3,300.00) Professional Services Subtotal $ 19,000.00

Special Terms
Subtotal $ 62,542.00
Tax Rate Software Only (Download Only) 0.000% Tax $ -
Software is only available via download and is not subject to CA sales tax Shipping $ -
Total $ 62,542.00
Annual Priority Support Contract Includes
Maximum 2 Hour Response Time - Upgraded from 24 hours with traditional LSAP support Two free admissions to the ECS Annual Customer Conference along with Free Admission to
Live Hours of support are 7:30am - 5:00pm PST M-F Quarterly User Groups
Unlimited Phone and E-mail Support Monthly E-Newsletter
On-site time is calculated to the nearest half hour and minimum onsite calculation is between On-site/remote support hours included as quoted. On-site within next business day as
2-8 hours depending on the location needed. Additional hours of support purchased at a discounted hourly rate. Customers not
On-site time can be used for remedial training, installing updates, and consulting, in addition under this plan can purchase on-site hours at $250/hour with a 1 hour minimum for remote
to support support, and an 8 hour minimum onsite charge in addition to travel expenses.
Hardware Return Policy:

Unopened boxed hardware may be exchanged for a full cash or credit refund within 7 days - a 15% restocking fee may apply. Defective hardware will be exchanged for a replacement per the
terms and conditions specified on the product warranty card.
Exhibit B
ECS Imaging, Inc.
Agenda and Records Management Systems
3-YEAR PROPOSED PAYMENT PLAN
FY 2016-2017 / 2017-2018 Year 1: $63,000

1) Forty percent (35%) of the compensation amount upon completion of successful
testing of the Laserfiche and NovusAgenda software systems as part of Contractor's
configuration services and in accordance with Sections 5.A. and 5.B. of this Agreement;
2) Forty percent (35%) of the compensation amount upon acceptance of the
Laserfiche and NovusAgenda software systems by City in accordance with Section 5.C. of this
Agreement; and
3) The remaining unpaid balance of twenty percent (30%) of the compensation
amount within sixty (60) calendar days after acceptance of the Laserfiche and NovusAgenda
software systems by City in accordance with Section 5.C. of this Agreement.
Year 2018-2019: $20,000

1) Annual maintenance fees.
Year 2019-2020: $20,000

1) Annual maintenance fees.

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CITY OF CARMEL-BY-THE-SEA

TO: Honorable Mayor and City Council Members

SUBMITTED BY: Ashlee Wright, City Clerk

APPROVED BY: Chip Rerig, City Administrator

SUBJECT: Consideration of a resolution authorizing the City Administrator to

FY 2016-2017 / 2017-2018 Year 1: $63,000 Implementation and annual maintenance fees.

FY 2018-2019: $20,000 - Annual maintenance fees.

FY 2019-2020: $20,000 - Annual maintenance fees.

PRIOR CITY COUNCIL ACTION

1. Resolution authorizing the City Administrator to execute and agreement

RESOLUTION NO. 2017-___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE

1) FY 2016-2017 / 2017-2018 Year 1: $63,000 Implementation and annual maintenance fees.

2) FY 2018-2019: $20,000 - Annual maintenance fees.

3) FY 2019-2020: $20,000 - Annual maintenance fees.

ECS Imaging, Inc.

A. Laserfiche Software System and Modules and NovusAgenda Software System

B. Configuration, Educational Training and Maintenance and Support Services. In

1) Configuration Services. Contractor's configuration services shall include:

2) Educational Training Services. Contractor's educational training services

3) Maintenance and Support Services. Contractor shall provide I -year

b) On-site support within one (1) business day, as needed;

c) Unlimited phone support with two-hour response times and email

d) Customer Conference; Two (2) admissions for City personnel to

f) Contractor's monthly electronic newsletter;

g) Unlimited remedial training;

h) Installation of software updates and additional training;

i) Consulting services; and

Commencing on the effective date of this Agreement, Contractor grants to City a

5. Testing of Laserfiche Software System and Modules and Acceptance

A. Contractor Testing. Following installation of the Laserfiche and NovusAgenda

B. Additional Services. Contractor shall not be compensated for any services

B. Contractor warrants that the Laserfiche and NovusAgenda software systems

8. Suspension or Termination of Agreement without Cause.

10. Ownership and Maintenance of Documents.

B. Upon completion of, or in the event of termination or suspension of this

2) Replace or modify the Laserfiche and NovusAgenda software systems,

3) Refund any and all installation fees paid by City.

Commercial general liability insurance including but not limited to premises,

Professional liability insurance CONSULTANT shall maintain in effect throughout

Commercial automobile liability insurance covering all automobiles, including

Workers Compensation Insurance If CONSULTANT employs others in the

Other Insurance Requirements

A. All insurance required under this Agreement must be written by an

1) Admitted to do business in California with a current A.M. Best rating

2) An insurance company with a current A.M. Best rating of no less

B. Each insurance policy required by this Agreement shall be endorsed to

C. The general liability and auto policies shall:

2) Provide that such insurance is primary and non-contributing

3) Contain a Separation of Insureds provision substantially

4) Provide for a waiver of any subrogation rights against CITY via an

E. Neither the insurance requirements hereunder, nor acceptance or approval

F. Any deductible or self-insured retentions must be declared to and approved

13. Independent Contractor.

A. Contractor is and shall at all times remain as to City a wholly independent

B. No employee benefits shall be available to Contractor in connection with the

15. Confidentiality; Release of lnformation.

A. All information gained by Contractor in performance of this Agreement shall be

B. Contractor, its officers, employees, agents or subcontractors, shall not without

17. General Provisions.

CITY: City Administrator

C. Governing Law; Venue.

D. Prohibited Interest. No officer, or employee of the City of Jurupa Valley who

By: ___________ Date: _

By: _______ Date:

By: _______ Date:

By: _______ Date:

By: _______ Date:

Signature____________________ Date