HomeMy WebLinkAboutAgenda - 05-20-2008-4rORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 20, 2008
Action Agenda
Item No. 1~- - r
SUBJECT: Contract Award: Document Management System for Commissioner's Office
DEPARTMENT: BOCC, Information Technologies PUBLIC HEARING: (Y/N) No
Purchasing
ATTACHMENT(S):
Contract
INFORMATION CONTACT:
Donna Baker, 245-2130
Todd Jones, 245-2285
David Cannell, 245-2651
PURPOSE: To consider approving a contract with MCCi of Tallahassee, Florida to purchase
Laserfiche Document Management Software.
BACKGROUND: The Orange County Commissioner's Office currently has Board of
Commissioners meeting agendas and abstracts in digital format dating back to January of 2000
These items are posted on the County website and available to the public in Adobe Acrobat
(.pdf) format. (The Clerk's records go back to 1937 with 1937-1999 in adobe format.) While this
format serves well for storing and viewing documents, the indexing system used to organize the
data is not user friendly when it comes to searching documents for specific key words or
phrases. The difficulty in searching documents is a hindrance to staff as well as members of the
public. With Laserfiche, all users would be able to do one word searches on these documents
for instant retrieval. Over the past few years, the Board has expressed its desire to see
improvements in the search capabilities available on the County's website.
• Laserfiche Software, document management software, will facilitate user-friendly
searches of previously digitized agendas and abstracts and provide the same
opportunities for future documents. Staff selected Laserfiche due to its expertise in this
field -and wide deployment in North Carolina local governments.
• Laserfiche is a product of MCCi, which is a division of Municipal Code Corporation
(MCC), which the Clerk's office contracts with for ordinance codification: MCC has been
serving local governments for more than 50 years and has a proven track record of
developing services to meet local government's needs. MCC's philosophy includes
providing cost effective, easy to use products and providing personalized customer
service.
• MCCi focuses on Local Governments and was created by Municipal Code Corporation to
focus on innovative technologies for Local Government. MCCi provides LaserFiche
software and services to more than 250 cities and counties.
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• MCCi offers support through its help desk, email, and toll free number, and also has an
online support center that gives end users access to training manuals, "how to"
checklists, training videos, a knowledge base, and software updates.
FINANCIAL. IMPACT: Per the attached contract, the cost of software and associated project
management/implementation from LaserFiche totals $35,225. Sufficient funds were included in
the 2007-2008 Board of County Commissioner annual operating budget.
RECOMMENDATION (S): The Manager recommends that the Board authorize the Chair to sign
the attached contract to with MCCi of Tallahassee, Florida totaling $35,225, subject to final
review by the County Attorney.
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Municipal Code Corporation
CORPORATE OFFICE ERIC RUSH
Sales Department Account Executive
PO Box 2235 o Tallahassee, Florida 32316 Carlisle, Pennsylvania
(800) 342-2633 ®FAX (850) 701-0715 (717) 243-9504 . erush(c~rnccinnovations.com
September 14, 2007
Ms. Martha Hoylman
Project Manager
Orange County
P.O. Box 8181
Hillsborough, North Carolina 27278
Dear Ms. Hoylrnan:
I enjoyed speaking with you recently regarding the Laserfiche software. Pursuant to our discussion we are
pleased to enclose our Professional Services Proposal. While reviewing the proposal please keep in mind the
following advantages of being a customer of MCCi:
- MCCi is a division of Municipal Code Corporation (MCC)- MCC has been serving local governments for
more than 50 years and has a proven track record of developing services to meet local government's needs.
MCC's philosophy includes providing cost effective, easy to use products and providing personalized
customer service that our clients deserve. MCCi has followed this model.
- MCCi focuses on Local Governments- MCCi was created by Municipal Code Corporation to focus on
innovative technologies for Local Government. MCCi provides LaserFiche software and services to more
than 250 Cities and Counties.
- MCCi #1 LaserFiche VAR- Last year, MCCi was ranked as the #1 LaserFiche VAR in the U.S.
- MCCi offers superior support- MCCi offers support through our help desk, email, and toll free number, and
we also have a phenomenal online support center that gives end users access to training manuals, "how to"
checklists, training videos, a knowledge base, and software updates.
If you have any questions concerning our proposal or desire additional information, please do not hesitate to
contact me on our toll-free number. We appreciate your interest and hope that we will have the pleasure of
working with you and serving the Orange County, North Carolina.
Sincerely,
Eric Rush
Account Executive
EIUjp
Enclosures: Exhibit A -Laserfiche Proposal
Executive Summary
Laserfiche has been a resource for over 21,000 organizations since 1987. Laserfiche creates elegant document
management solutions that help organizations run smarter. Dedication to customer-driven innovations has built a
suite of products and services that address organization-wide business problems from executive, records
management, and information technology and end-user perspectives.
Laserfiche is a unified solution that manages all your organization's documents and records, regardless of location
or media. Laserfiche strikes a balance between security and accessibility, protecting information while providing
efficient access to keep staff working at maximum productivity. Please keep in mind the following competitive
advantages of Laserfiche:
- Digital Archiving- Digital archiving is the storage of paper and electronic documents in accessible
electronic media with long-term preservation capability. It is cost effective because it saves physical
storage space and it cuts media maintenance costs. Original documents can be stored off-site or destroyed
as necessary. This simplifies the disaster recovery process by allowing you to backup documents on
digital media and stores them off-site.
- Comprehensive Security-Laserfiche Comprehensive Security allows you to control the security of your
documents on many levels. You determine what functions, such as scanning and printing, each staff
member may use. Security features are easy to administer, records managers can administer most
security functions without IT staff assistance.
- User Friendly- Laserfiche is very easy to learn and use. It has a folder tree structure similar to Windows
Explorer to make it easy to use. Your office can begin to scan and retrieve documents almost
immediately after installation.
- Intelligent Search- LaserFiche lets you search your documents based upon full-text search, index search,
and document and folder name searches. The Laserfiche full-text search unlocks the contents of your
documents; if you need to find a word or phrase within a document, the full-text search retrieves it
immediately. There is not any other imaging software that allows you this mean searching possibilities.
- Web Access- Laserfiche allows you to publish your documents on the web with our WebLink software.
You decide which documents you wanted published and WebLink publishes them on the web without
having to use HTML programming. Users can then search the site to find the information they need using
the Intelligent Search feature.
- Integration- Laserfiche is able to integrate with current software and hardware on existing systems.
- Service- Laserfiche understands the importance of a thorough support service. From technical help to the
latest document imaging news, Laserfiche is dedicated to forming a lasting, complete service relationship.
Should you need technical assistance; a qualified professional will be available to help you.
s
LASERFICI~ SO~T~'ARF, _ __
` QUOTATION SI3EET `
*Please check all boxes below for options desired.
SOFTWARE
Q LF Group Server Software $2,250
Q 3 LF Full User ($550 each) $1,650
Q 10 LF Retrieval User ($220 each) $2,200
Q 3 LF User Snapshot ($100 each) *imports documents from computer $300
*SnapShot amount must equal number of Full Users purchased.
Q 13 LF User E-Mail Plug In ($80 each) *requires MAPI compatible a-mail $1,040
*E-mail Plug In amount must equal number of Full Users and Retrieval Users purchased.
Q 1 LF Weblink $7,995
Q LF ScanConnect (required for each scanner purchased/utilized) $165
Total Software $15,600
ANNUAL SOFTWARE SUPPORT
Q LF Group Server Software Premium LSAP $675
Q 3 LF Full User Premium LSAP ($165 each) $495
Q 10 LF Retrieval User Premium LSAP ($66 each) $660
Q 3 LF User SnapShot Premium LSAP ($30 each) *imports documents front computer $90
Q 13 LF User E-Mail Plug In Premium LSAP ($24 each) *requires MAPI compatible a-mail $312
Q 1 LF Weblink Premium LSAP $2,390
Total Software Support and Updates $4,622
For budgetary purposes, the Client should include this amount in annual budget for renewal of LSAP
of the above quoted software.
DOCUMENT SCANNING HARDWARE: Hardware prices do fluctuate frequently. Pricing will
be corifirn:ed prior to order.
~ Canon DR 2580c Scanner $853
25 ppm / Black/White & Color / 50 page ADF /Maximum paper size 8 '/Z" x 14" / USB
cable included
INSTALLATION TRAINING & SUPPORT SERVICE:
Q 3 days, Installation & Training of software @ $1,500 per day, travel expenses included $4,500
Note: Any installation and training hours not used in the implementation will be converted to PSP
hours. All installation and training costs are per day (based on an 8 hour day) and per MCCi
Technician.
Q Shipping and Handling Fee for LaserFiche Software $50
Q 10 hours, Professional Services Package @ $110 per hour $1,100
*Travel expenses not included for onsite visits.
PAYMENT & BILLING TERMS
MCCi will invoice fifty percent (50%) of the total contract amount upon receipt of the signed contract. Balance
will be invoiced and billed upon completion of installation. Payment will be due upon receipt of an invoice.
Total Cost $26, 725
OPTIONAL SOPT~VAIZE
QUOTATION SI3EET
*Please check all boxes below for options desired.
BATCH PROCESSING SOFTWARE & SUPPORT
^ LF QuickFields *allows batch processing of documents $495
^ LF QuickFields Premium LSAP $149
^ QF Annotation/Bates Number -$495
^ QF Annotation/Bates Number Prerniurn LSAP $149
^ QF Bar Code $1,495
^ QF Bar Code Premium LSAP $449
^ QF Document Classification $4,995
^ QF Document Classification Premium LSAP $1,499
^ QF Forms Combo $9,995
^ QF Forms Combo Premium LSAP $2,999
^ QF Forms Registration $2,495
^ QF Forms Registration Premium LSAP ~ $749
^ QF Optical Mark Recognition $2,495
^ QF Optical Mark Recognition Premium LSAP $749
^ QF Pattern Matching $495
^ QF Pattern Matching Premium LSAP $149
^ QF Agent $9,995
^ QF Agent Premium LSAP $3,000
^ QF Real-time look up ~ $495
^ QF Real-time look up Premium LSAP $149
^ QF Zone OCR $2,495
^ QF Zone OCR Premium LSAP $749
INSTALLATION. TRAINING & SUPPORT SERVICE:
~ Installation & Training of software, travel expenses included $1,500 per day
~ Shipping and Handling Fee for LaserFiche Software $50 per shipment
^ Professional Services Package $110 per hour
Note: All installation and training costs are per day and per MCCi Technician
PAYMENT & BILLING TERMS
MCCi will invoice fifty percent (50%) of the total contract amount upon receipt of the signed contract.
Balance will be invoiced and billed upon completion of installation. Payment will be due upon receipt of
an invoice.
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The terms of this agreement shall remain in force and effect for a period of ninety (90) days from the date
appearing below, unless accepted by the Client.
Submitted by: MCCi, a Limited Liability Company
Date: September 14, 2007
By:
(Signature)
(Printed Name & Title)
Witness:
(Signature)
Noted Items Accepted by: ORANGE COUNTY, NORTH CAROLINA
Date:
sy:
(Signature)
(Printed Name & Title)
Witness:
(Signature)
(Printed Name & Title)
a
MCCi, a Limited Liability Company and subsidiary of MUNICIPAL CODE CORPORATION, which is duly
organized and existing under the Imvs of the State of Floridq hereinnRer referzed to as MCCi, hereby offers iha
Lase~che Sofiwnre & Services to the County of ORANGE, NORTH CAROLINA, a corporation duly organized
anti existing under state Imo, hereinnlfer referzed to as the Client, ncwrding to the following terms and conditions.
LASERFICHE SOFTWARE & HARDWARE
LASERFICHE SOFTWARE. MCCi will provide the Client with n full-featured version of the Lase~che (LF)
Sofiwnre. This software is a records repository allowing stomge, retrieval and imaging of all documents. Capabilities
include nn intuitive browse window, index cards, full-text indexing, keyword template search, fuzry word search, and
virtually unlimited folders, giving users access to any document instantly. Laserficbe provides a truly concurrent
licensing structure. Instead of purchasing n license Cor every computer with Lase~che installed, licenses can be
purchased to suit the needs of the number of people enterprise-wide that will use Lase~che. The number of licenses
purchased equals Ute number of concurrent users of Lase~che. For example the 12 Retrieval users could be installed
on 20 different PCs but only 12 of them could access the system simultaneously.
• LASERFICHE TEAM: Our entry-level product line is bundled with MSDE. Lnse~che Team wmes with one
database, which holds up to a million pages and can support up to five full and ten retrieval users. Like United,
users and databases con be added in increments oCone.
• LASERFICHE UNITED: Our premiere suite of products. Laserficbe United will support MSSQL databases
(engine not included). You can start with one database and upgrade to an enterprise version with up to IS
databases. You con add full users, retrieval users and databases in increments of one.
• LASERFICHE RECORDS MANAGEMENT EDITION: The Laserficbe Records Management Edition is a
special package that includes Lasertche 7.0, Advanced Audit Trail anti the Records Management Module. It
complies with the Department of Defense records management standard (DoD 5015.2). The DoD 50]5.2 standard
was created as a best-practices guide for records management within deportmenu in the Department of Defense
and has since been endorsed by the United StNes National Archives & Records Administration (NARA). The
Laserficbe Records Management Edition was designed and developed around the slandnrd and is n turnkey
solution for managing imaged, electronic anti physical records. The Rewrds Management Edition is fully
integrated wittin the Laserficbe interface, presenting n uniform look anti feel to all users anti simplifying the
adherence to formal records management prnctiars within a subset of a Lose~che repository.
Standnlanas:
• EXECUTIVE: Executive is designed to be ¢ standalone version of the full Lase~che ClienUServer, so it offers
Ute Cull functionality of the Client for one licensed uses That user can scan and OCR, create as many volumes as
necessary, veld store ns many pages as MSDE allows.
• DESKTOP: Desktop is our smndalone solution For small organizations or persons with limited needs. Thus, it
allows one user to create only n single volume with n limit of 16,000 pages, and cannot support any additional
Lnserficbe modules.
• NOTEBOOK: Notebook is n sinndnlone that is meant to supplement wtother Lase~che ClienUServer system by
allowing workers outside the main office, such as public service workers out "in the field;' to access documents
without n connection to the main Laserficbe Server by taking a portion of the repository with them on a laptop
computes As such, Notebook cm allow one user to store as many volumes and pages as MSDE and the
computer's hard"vme will allow, but it does not include the capability to scan and OCR Documents are, instead,
imported into Notebook from the main system as briefcases or volumes system already OCRed anti indexed.
LASERFiCIIE PLUG [NS, UTILITIES & TOOLS. MCCi can provide additional Lnse~che Plug-ins UUIi0es, &
Tools software. Laserficbe offers a selection of add-ons and development tools designed to let you tailor Lase~che
to meet your needs.
feature Plue Ins:
• Lasertche import AgentT^' automates document importng and document management within Lase~che,
particularly well-suited to work with multi-function peripherals
• Lnserficbe SeanConnectT^' Lase~che ScnnConnect allows ISIS scanning. A collection of ISIS scanner drivers is
included wiUt Lase~che ScanConnect These drivers allow images to be scanned through supported scanners.
ScanConnect 7.x is can be purohased as nn add-onto both Laserficbe scanning anti Quick Fields.
• Lnserteba SnapslmtT"' Lnserficbe Snapshot can generate images anti text from an electronic file (e.g. a Word
document, n web page, n text editor, etc.). The files generated by Lnserficbe Snapshot capture the content of the
electronic file of the time that it was processed In other words, they represent on nccurWe portrayal of an
electronic file at a given point in time. The images and text created from an electronic file are then stored in a
Lnserficbe repository. As you con see, Lase~che Snapshot can be used ns n tool to archive a particular version of
an electronic file. Laterfirhe Snapshot can process any electronic file that ran be opened with a Windows
application Ihat has printing capabilities.
Distribution Piue Ins
• Laserficbe WebLinkT^' The WebLink module publishes select documents in a Lasertche repository to an
intmnet orthe Intemet inrend-only form. Documents can be made available through the Web almost instnnUy,
and users need only an Intemet browser in order to access Ihem Built on ASP .NET, Webt.ink can be customized
to match the look and Ceel oCan organization's Intemet or Intranet site.
• Lnserficbe WebAccess Lase~che Web Access is n Web browser-based thin client offering virtually all o[ the
document management wpabili0es of the standard Laserficbe interface. Web Access allows your IT staff to roll
out high-volume Lnserficbe access without increasing your organization's application support burden. Authorized
users organization-wide enjoy simuitoneous access to documents, whether they me using the corporate Intranet or
logging in Crom a branch office.
• LnsarRcha PIusT^' Laserficbe Plus allows the information stored in a Laserficbe repository to be portable.
Laserficbe documents published by Lasefirhe Plus can be viewed by anybody, regardless of whether they have
Lasertche installed. [f these portable Lnserficbe documents are sent to a company or site That already has
Lasertche installed, then that organization can also choose to attach those documents to their repository. This
sotware prepares a copy of the Laserficbe files (images, text, electronic files, annotations, templates and field
data) for burning directly to your removable media or to a tempornry directory. Choosing to publish to a
temporary directory allows you to write it to your removable media ntyour convenience.
• Laserficbe E-Mail Plug-inT"' nllmvs instant electronic document distribution via standard MAPI-compliant e-
mnilapplications.
• Laserficbe COLD/COLD PlusT^' archives machine-generated reports to digital mediq eliminating great
quantities of paper reports, cutting stomge costs anti allowing immediate report retrieval.
Workfow& Process Automation
• Lnserficbe Workflow: Efficiency and accountability-enhancing document routing, e-mail notification and audit
troll reporting.
• Losartcire Audit Trail Modules: Three levels of audit reporting to address your specific regulatory compliance
and security needs.
• LF Audit Trail -Starter: This edition tracks who accesses data in the repository, as well ns changes made to the
repository. Users can then generate reports on the life-cycle of documents, anti who has accessed them.
• LF Audit Trail-Standard: Sites with a Imger amount of activity in their repository can use this edition to set up
event logging according to individual users. This Blows a more finely grained auditing configumfion that tracks
only the dam Utnt a particular customer needs. Standard features the !racking of foiled attempu to change content
in the repository, giving more insight into user activities. Ail the functionality of the Starter edition is also
included.
• LP Audit Trail -Advanced: Customers opernting in the most demanding regulatory environments find this
version ideally suited to their needs. Besides doing everything that the other hvo versions do, it also tracks
changes in security setfings, so not only what a user is looking at or changing is tracked, but who gave them the
right to do so. Searches are also tracked. For ndditionol document security, with Uds edition mers can ba required
to submit reasons for printing and exporting documents. Administrators con tome printed documents to have
Watermarks applied to them
Botch Processine
• Laseficbe Quick FieldsT^' automotes documatt sorting and indexing for reduced data entry vests anti manual
indexing errors. Laserf the Quick Fields is n collection of image processing and enhancement tools wrapped in
nn elegant anti intuitive interface. We call Quick Fields a document capture platform because it is so much more
than just an oftine scanning tool. Because Quick Fields was developed specificdly for Laserficbe document
imaging and management solutions, it offers n unique funcionnlity set designed to simplify nutomnted capture
and classification oC documents. In addition to working with most produc0on level scanners, Quick Fields
supports the Universal Cnptura plug-in and includes n powerful tool called the Lasertche Capture Engine. The
basic premise of the Laserficbe Capture Engine is to provide the ability to "scan" documents into Quick Fields
from n Lase~che repository. This fairly simple idea is extremely pmverfut became it eliminates dependence on
traditional scanners in order to take advantage of nutomnted image processing technology. With Quick Fields, it
does not matter bolo on organization images their documents. They could be scanned through n nehvorked
copier/scanner, automnticalty imported from a fax server or converted from an electronic format through
Snapshot, anti Quick Fields will process them as if they were scanned in directly.
• Pattern Mntchiag: The Pnttem Matching add-on looks for n specified pattem within auser-defined value. This
process can be rued to identify a document, validate dntq or to save the matching data along with a document.
The pattem that toil] be searched for is defined by the user through predefined criteria (regular expressions). A
regular expression looks Cor a certain pattem in n string. R can then use this pattem to look for a character or a set
of characters.
• QF Real-time look up: look up and extract data from n 3b party database, verity values extrncted from an image
matched values in the 3b party database
• QF Zone OCR: Images that contain steady printed or typed information can be converted to text files through a
process sailed OCA (OpUCaI Character Recognition). Once text has been exhected Crom on image, it can be sent
along with the image to the repository. Once the document has been imported into the repository, the extrected
text will be associated with the cerresponding image in the document The Intemnfional Zone OCR add-on will
scan n zone on on image for text Only text found within the zone will be extracted. The data returned by This
process con be used to identify n page, populate a field, determine rho document nnrrte, or detemdne where the
document will be stored. The International Zone OCR addron can be insWied when Quick Fields is first installed
or after it has already been insmlied.
• Lasertche Import Ageat: LaSerficha Tmport Agent is n capture tool Ihnt can bring files into a Laserficbe
repository Crom rho Windows tle system. Any file that can be stored in Laserficbe can also be imported vin
Import Agent. What's more, Import Agent allows for scheduled and selective imports, so that users can set up
specific criteria for what gets imported when. Import Agent can create fully OCRed and indexed documents,
complete with tempinte information and filed in the repository.
• QF Bar Code Recognition: The Bnr Code addron rends bar codes on nspecified page in the document The value
returned by the bar coda process can be used to identify n page, populate a field, determine the document name, or
detemdne where the document will be stared. Bnr Code is very powerful when combined with Real Timo
Lookup. Supported borcoda formats: Codabar, CODE 39, CODE 125, EAN 8, EAN I3, Interleaved 2 of 5,
UPCA, and UPCE.
• QF Quick Forms: permits multiple document classification, as well as include advanced enpabilities such as
Form recognition, form registratioq form remove! and optical mark recognition.
• QF Document Clossiteatloo: designed for clients who deal with multiple tome, and will recognize and process
multiple document types.
• QF AanoWton/Bates Numbering: The Bates slump option is n document Hato-numbering annotation opton
• Forms Processing: The Forou Processing add-on consists of four processes, which are Lase~che Form
Extractor, Form Identification, Laserficbe Fomr Registrnfion, and Laserficbe Optical Mmk Recognition (DMR).
Form Extrector removes the Inyout from nn image anti leaves data in a region specified on the page. Fonn
Identification identifies images according to the layout of the page. Form Registrnlion aligns images to match the
Inyout of the Conn. OMR detects whether a region has been marked by comparing it vvilh the same region on n
master Corm. This add-on can only process or recognize forms when processing black & white images.
Additional information is available.
Inteeration
• LF lategrator's Toolkit Toots & documentaUOn necessary for customizing Laserficbe
• LF Integration Express: Packaged solution for image-enabling integrations
• LF Integratoa E:press GIS: Simplified image-enabling integrations behveen Laserficbe and geographic
information systems.
MCCi will be happy to quote any of the above options, with the associated training expense upon your request
LASERFICHE SOFTWARE UPGRADE. When software is upgraded, the old copy of the software must be
returned and will no longer be n valid cepy. Proof of previous purchase is required to receive upgrade. Upgrade
credit applied towards new purchase is I00% of original purchase price, The difference between the new system
(server, full and retrieval users) price anti the aid system (server, full and retrieval users) price must be greater titan or
equal to 10 % of the new system price. Otherwise, n minimum soRvvare upgrade adjustment will be applied to wmpiy
with the 10% price difference requirement One year of LSAP must be purchased for new products when upgrading.
LSAP of the originn) product will Hat be credited. However, remaining months of LSAP can be applied towards the
new purohnse of one year of LSAP for the new products.
LASERFICHE 5OFT'WARE SUPPORT. Sofiwme Support for the above software packages is offered by MCCi
anti Computink. (developers of Lase~che software) Lase~che Software Assurance Plon (LSAP) includes: Access to
sofiwaro version updates, Telephone or E-Moil support for software related issues, 24hour FTP and web site access,
technical bulletins and netvsletiers. Adjustments in annual support rates may be mode to coincide with curzent U.S.
in0otion rntes. Any updates requiring shipment of software require Client to pay shipping costs.
OPTTONAL COLD/FORM SOFTWARE & SUPPORT
• FabSoft Reform Soflwnre - FabSoR Reform streamlines business workflow by automating document
management, enhancement, anti distribution. Reform will capture the print stream from any operating system,
appligaton, or device; enhance it; and intelligently distribute it to printers, fax, email and archive systems. Users
can generate customized forms, invoices, trnnsnctional documents, etc: giving them n professional look and Ceel
without having to buy expemive pre-printed forms. Enhanced documents me intetligenUy distributed by ming
infomtation axtrncted from the print stream, such as fax numbers and email addresses-eliminating the hassle of
manually entering destination information. Reform can also control indexes and directory locations integration
with our Lase~che solutions.
• FabSoft Reform Support-Software Support for the FnbSoR Reform Software is offered by MCCi and includes:
Telephone or E•Mnil support for soRwme related issues, web site access, technical bulletins and newsletters.
FabsoR's direct support policy is based on n charge per call if the issues wmmnis them being directly involved. In
the event that n FabsoR call is needed, MCCi's support plan covers up to two direct FabsoR calls peryenr, while
MCCi support is unlimited. Adjustmenu in annual support rates may be made to coincide with curzent U.S.
intotion rotes.
• FnbSoft Reform Upgrades & Updates- Minor automatic software updates are included, while software
upgrndes me available for odditionol costs. Pricing is nvnilable upon request
MCCi SOFTWARE CUSTOMIZATIONS. The customer may elect to contract "viUt MCCi to crstomize the
stondmd software. As the basic (Lasertche) software is upgraded, any customizations performed will require support
in the form of updating through our Integrtion Support Assurance Program (ISAP). ISAP must be curzent to receive
updates to the integration nt no additiond charge.
• Other programs cad Effects. Upgrades to existing programs, or the acquisition of new programs from vendors
other than MCCi, may have art effect on customizations made to the software by MCCi. MCCi will not be held
responsible if upgrades or changes mode by the customer or another vendor or opplicaton preclude the operation
of MCCi's customizations.
CLIENT SOFTWARE CUSTOMIZATIONS. Tho client may also choose to customize Uteirsofiware internally,
without MCCi's help. MCCi is not responsible For any dnntnges caused by the user's customiznfion of the software.
MCCi will not be held responsible for corzecting any problems that may occur from these customizations. Routine
updates to the soMvare may affect any cmtomizadons made by the user. If MCCi's help is required to correcUupdnte
any customizations made by the client, appropriate charges will apply.
SOFTWARE INSTALLATION. MCCi will install nil software outlined herein. If additional software is needed to
bring the site up to specifications, customer will be billed accordingly.
END USER TRAINING. MCCi will provide instmctor-led bonds-on training in the opern6on of the Lase~che
Sofiwme.
SYSTEM ADMINISTRATOR TRAINING. MCCi will provide a training session for Client's Systems
Administrator. The Training will include Configuring Lase~che System, Database Maintenance, Security Settings,
Dmn Bnck Up, Methods of Communication Cor Laser6che Software Support, and Solution Development.
SITE PREPARATION. The Client site should be randy for installation according to speci(icaOons outlined within
the Hardware section listed below. If site is not prepared mtd results in cancellation, deinys, or rescheduling of nn
installaton alter MCCi has made travel orrongemenis, the client may incur expenses due to circumstances such as
non-refundable airline tickets, troining/insinli charges, hotel reservations, rental cars, etc.
PROFESSIONAL SERVICES PACKAGE.
MCCi ollers our Professional Services Package (PSP), which is purchased annually in howdy increments. MCCi will
mole a recommendation as to the initial number ofhours needed based upon the Client's needs and system
configuration. PSP hours purchased con be used for the foliotving professional services according the temts outlined
below.
• Pre-Instnllntion Consultation /Solution Development
MCCi will consult with the Client prior to the installation and training to determine hmv Ore Lase~che
System will be set up. This consultation will include o mview of current document organization and retrieval
practices to detem»ne desired indexing methods (i.e.: folder sWCture, document naming scheme and template
sWCture), as well ns other basic system setup needs.
• Add[Oonai Training - additional training, vin web conferencing, can tie conducted to train new users on the
use of Laserfiche or ns refresher training for existing users. On-site training con also be conducted, however
PSP hours dv not include travel costs for on-site visits.
• Additional System Set Up ConsulmOon -MCCi offers additional consultation that would include
recommendations vn best practices for adding ndditionnl departments, additional types of document etc, to
your current Lase~che System.
• Remote implementation of software updates- While the standard LSAP plan covers free updates for
LaserFiche software, implementation of Otose updates is sometimes overlooked. With the addition of a PSP
plan, MCCi is at your service to directly assist in implementing software updates.
• Annual System Review & Analysis -MCCi will access your system to review and anolyza how your
orgwrizntion is using the Laserfiche System, identify any potential problem areas anti make recommendations
for better use of the system. In addition MCCi will review your organizations database backup procedures to
ensure the data backup is being performed as recommended. This analysis is designed to be implemented G
monOts after the inital Lase~che Software installation, anti would be performed annually after Otnt date, if
ndditionnl PSP hours have been purchased. This is an optional service that will be completed only if requested
by the Client.
• Remote Access Support -Remote Access Support allows our helpdesk staff to access your machines
remotely to resolve problertts faster. The use of Remote Access Support saves you both time and money by
reducing the deinys in resolving software issues wiOrout cos0y on-site visits.
• Expiration & Additionni Hours - MCCi's Professional Service Package is an annual package anti any unused
hours will expire on the same date as your Laserfiche System LSAP pion. The Client may elect to renew or
purchase ndditionnl hours as needed and can be provided with nn additional proposal for this upon inquest
RECOMMENDED MINIMUM HARDWARE SPECIFICATIONS. MCCi will provide necessary consultation as
to the compatibility of current hnrdtvare with the Lase~che System Changes anti recommendations will be made at
Ore Gme of consultation. See system requirements below. Please keep in mind ihnt these are the minimum system
requirements. All scanners also require the ScanConnect Software, which is quoted within our pricing section.
HARDWARE. Hardware prices do Buctunle frequently. Pricing will be confirmed prior to order. Support for all
Hardware is provided by the hardware manufacturer and is the responsibility oC the Client Warranties for all
hardware can be quoted upon request
SCANNING STATION PC SERVER REQUIREMENTS SCANNERS
Operating System: Windows 2000 or XP Operating System: Windows 2000, or Must utilize
CPU: 800 MHz processor or foster Windows 2003. ISIS drivers
Memory: 25G MB CPU: Pentium 111 700 MHz processor or faster
RAM;Communicntions: TCP/IP Memory: 512 MB RAM minimum;t MB per
Web browser. Intemet Explorer 5 or additional user
higher Communications : TCP/P
FOR LF UNITED VERSION ONLY:
Database Engine: MS SQL Server 200D
service ack 3 or hi her
CLIENT REQUIREMENTS WEBLINK REQUIREMENTS
Operating System: Windows 2000 or XP Windows 2000 with IIS 5.0 or
CPU; Pentium II 500 MHz processor or Windows 2003 with IIS G.0
Caster CPU: Pentium [11650 MHz processor
Memory: 128 MB RAM; Memory: 25G MB RAM
Communications: TCP/IP
Web browser: Intemet Explorer 5 or
higher
ADDITIONAL SERVICES. As an additional service/product under this wninct MCC anti MCCi con provide the
following:
• Electronic Agenda Management (MuaiAgenda). MCCi offers MuniAgendn Software and related services
rvhich provides electronic automation and creation of Agendas.
• Document Scanning Services (1vIuoiScan). MCCi offers scanning indexing and integration of hard coQy
documents with Lnse~che Software to provide the Client with the most powerful index retrieval search
engine available with the following features: intuitive browse window, index cards, and Cuzry logic.
• Process Management Software (MunlTrnek[t). MCCi ollers the MuniTrncklt Software (developed by
Brandt Information Services, Inc.) which is n web based solution designed speci6cnily for Govemment
organizations. MuniTmcklt will save time anti money by streamlining business processes.
• Coda Supptementntion and Codification Services (MuniCode). Municipal Code Corporation offers
supplementation ofexisting Codes, Codification of Ordinances and Recodificntion of existing Codes. Our
optional services include legs! mview, republishing, editorial anti index work and electronic options (CD,
Internet).
• Utility Billing Services (MuniBilis). MCCAdvantnge o[fers billing, statement wtd remittance processing
services as an additional benefit under this agreement MCCAdvantage, a subsidiary oCMCC, can provide the
client with design, printing anti moiling services for customer biiling/statements aCall types. ?here services
also include remittance payment options, so(twore and other billing solutions.
AGREEMENT EXTENDED TO OTHER GOVERNMENTAL UNITS. MCCi agrees to allow any
other Govemment agency in the State oCNORTH CAROLINA to purchase items, nt the same temrs, conditions anti
pricing as this contract during the period of time Otnl this contract is in effacL Minor changes in terms and conditions
may be negotiated by MCCi and pnriicipating Govemment agencies. Any orders issued against this agreement shall
be the sole responsibility of the Govemment agency placing the order. It is understood that the County of ORANGE
shall incur no f noncial responsibility in connection with any purchase by another Govemment agency.
TRAVEL EXPENSES. If the client cancels or reschedules an instalntion alter MCCi has made travel nmmgements,
travel axpenses may be incurred due to circumstances such as non-refundable airline Ockets, hotel reservations, rental
cars, etc.
PAYMENT & BILLING TERMS. MCCi will invoice filly percent (50%) of the total contract amount upon receipt
of the signed contract. Balance will be invoiced and billed upon completion of instnilntion. Payment will be due
upon receipt of nn invoice.
TERMINATION. The services provided in this agreement will be in full Come and effect for n period of throe (9)
years from the date of shipment of the completed product to the orgoniwOon. TherenRer, this ngmement will be
automatically renewed Crom year to year, provided that either party may alter or cancel the terms of this agreement
upon sixty (GO) days' written notice.
io
MCCi, a Limited Liability Company and subsidiary of MUNICIPAL CODE CORPORATION, which is
duly organized and existing under the laws of the State of Florida, hereinafter referred to as MCCi, hereby
offers to provide Electronic Data Services to ORANGE COUNTY, NORTH CAROLINA, a
corporation duly organized and existing under state law, hereinafter referred to as the Client, according to
the following terms and conditions.
ELECTRONIC DATA CONVERSION
MCCi will convert the County's legacy PDF file repository to the Laserfiche system. MCCi will require
all PDF files and the MS Access database for this project. The County should specify which index fields
from the Access database are to be retained as well as the file naming convention for the individual
documents. A folder structure within the Laserfiche database will also be created according to directions
given by the County.
SCOPE OF SERVICES
- Convert existing, multipage PDF files to tiff images, stored in a Laserfiche SQL database as
Laserfiche documents.
- The Laserfiche documents will be stored within a Laserfiche folder structure based on the
County's requested format.
- Tiff files will be named according to a naming convention provided by the County.
- The new Laserfiche documents will be indexed with up to 5 fields of meta data from the Access
database as determined by the County.
- The Laserfiche documents will be OCR'd for full text search functionality.
Copy of data. The Client will provide MCCi with a copy of all data to be converted on an external
hard drive. This will provide easier transportation of the information and eliminate the need to send
the original CD-ROM media for conversion.
Conversion. MCCi will extract the images contained on the hard drive and convert them to the
desired format requested by the Client as stated above. The images and the document classes (i.e. the
index data) will be preserved in the exact manner as in the current system. If manual image naming
or indexing is required the Client will be charged according to the costs outlined below.
Indexing. If indexing is desired and not currently contained within the electronic data converted, the
Client is required to provide MCCi with a database of indexing information which would be used to
auto populate template fields.
OCR. MCCi will conduct Optical Character Recognition (OCR) processing if required and set out in
the scope of services. OCR accuracy is dependent upon existing image quality.
Data Capture and Quality Control. MCCi is not responsible for the accuracy of existing indexing
data and image quality, such as errors on the media, image file corruption, data file corruption or
other errors that are not controllable by MCCi. MCCi will report any files that cannot be converted to
the Client due to these circumstances.
Point of Contact. MCCi requires the Client to make accessible one point of contact to MCCi for all
decision making. This person is responsible for obtaining all approvals on behalf of the Client in
regards to formatting, accuracy of data, template fields, file structure, output format, etc.
0
LEGACY DATA CONVERSION PROJECT
PROJECT PRICING
The cost provided below is based on the following types and quantities of files as provided by the County
on 9/6/2007:
Legacy Data Conversion to Laserfiche: $8,500.00
Q Minutes from 1937 to June 2007
2,698 files
792 MB
Q Permanent Agenda Files (dates are sporadic so no specific date range)
536 files
2.6 GB
Q Agendas (including agenda items) from 2000 to 2007
4,803 files
2.6 GB
PAYMENT & BILLING TERMS
MCCi will invoice fifty percent (50%) of the total contract amount upon receipt of the signed contract.
Balance will be invoiced and billed upon completion of installation. Payment will be due upon receipt of
an invoice.
Submitted by MCCi on this 14'i' day of September, 2007.
Accepted by the ORANGE COUNTY, NORTH CAROLINA on this _ day of , 2007.
Signature
Name & Title