HomeMy Public PortalAbout10) 7H Approval of Consultant Services Agreement for Installation of Electronic Content Management System and ScanningCity Council
April 1, 2014
Page 2 of4
Budget, which included an allocation of up to $25,000 for Technical Assistance
Services for the City Clerk's Office for FY 2011-12 and a proposed amount up to
$50,000 for document imaging software and citywide document imaging service
for FY 2012-13 in the Council Support Budget.
3. On October 1, 2011, the City entered into a Consultant Services Agreement, in
the amount of $24,800, with Gladwell Governmental Services, Inc. (GGS), an
expert in records retention, document imaging, records management, and
electronic records management for local government records.
4. In December, 2012, staff began working with Diane Gladwell of GGS, to assist in
the formulation of an implementation plan for the new ECMS.
5. On June 3, 2013, the City released the Request for Proposal (RFP) for ECMS.
6. On June 4, 2013, City Council adopted FY 2013-14 City Budget which included
carried over funds of $45,000 from FY 2012-13 for purchasing of ECMS and
citywide document imaging.
7. On June 11, 2013, notice of the RFP was published in the Pasadena Star News.
8. On June 28, 2013, the City received six RFPs.
9. On August 22, 2013, the City's selection committee (i.e., Administrative Services
Director Hause, Community Development Director Persico, Assistant to the City
Manager I Economic Development Manager Haworth, City's contracted IT staff
MacCuil, Deputy City Clerk Bonus and City Clerk Kuo) reviewed the proposals,
met to receive demonstrations I presentations and contacted the technical support
line to test responsiveness and ease of access for all companies who submitted
an RFP. The selection committee narrowed down the selection to three bidders.
10. On October 15, 2013, the City Council approved rejection of all bids for the
Electronic Content Management System (ECMS) (Document Imaging Software)
and authorized staff to re-issue an RFP giving the City the flexibility to customize
the look of the ECMS in order to match the feel and functionality of the City's
upcoming new improved website. This flexibility is important in order to keep the
City's information interface consistent.
11. On January 23 and February 3, 2014, notice of the new ECMS and/or Document
Scanning Service RFP (Attachment "A") was published in the Temple City Tribune.
12. On February 4, 2014, notice of the new ECMS and/or Document Scanning
Service RFP was published in the Pasadena Star News.
City Council
April 1, 2014
Page 3 of 4
13. On February 24, 2014, the City received a total of 14 proposals for ECMS and/or
Document Scanning Services (i.e., four proposals for Document Scanning
Services only from: GRM Information Management Services, Team Legal, Inc.,
DataArc, LLC and American Reprographics Company, LLC.; two proposals for
ECMS only from: Cities Digital, Inc. (Laserfiche) and Canon Business Solutions
(Canon); and eight proposals for Electronic Content Management System and
Document Scanning Services from: HSMG, American Microlmaging, Inc.,
Complete Paperless Solution, Hershey Technologies, Matrix Imaging Products,
Inc., ECS (Attachment "B"), Information First Governance and Analytics Solutions
and RS Computer Association).
14. In February 2014, the City Clerk and Deputy City Clerk reviewed all 14 proposals
for ECMS and/or Document Scanning Services and narrowed down the proposals
to two companies. These companies (i.e., Complete Paperless Solution and ECS)
were invited to give a presentation and demonstration of their product and
services.
15. On March 6, 2014, the City's selection committee (i.e., Deputy City Clerk Bonus,
City Clerk Kuo, Accounting Clerk Trevino, Management Analyst Pitcher, and
Planning Manager Starns) met to receive the presentations and demonstrations
from Complete Paperless Solution and ECS.
ANALYSIS:
Staff received 14 proposals and selected two companies for final interview and
presentation. The proposals were evaluated based on the requirements contained in
the RFP: 1) ease and simplicity of use; 2) ease and simplicity of configuration,
implementation, and support; 3) cost to complete the project or the part(s) of the project
the City elects to award, including annual software maintenance and support; 4)
experience and references of the vendor; 5) quality and responsiveness of technical
support and employee training, 6) visual appeal, especially of the public portal via the
City's website, and preference given to vendors who propose both ECMS and
Document Scanning Services.
Based on the determination of City's selection committee, staff is recommending that
City Council award a contract to ECS for installation of Laserfiche ECMS, training,
annual software maintenance (Attachment "C"), and document scanning services
(Attachment "D"). The decision in selecting Laserfiche Document Management System
versus another is that Laserfiche is widely used by cities and is utilized by more than
32,000 websites worldwide with an emphasis on government entities including half of
the cities in California and over 3,000 nationwide. ECS is a value added reseller for
Laserfiche reseller and has more than 24 years of experience in the industry and 19
years with Laserfiche.
City Council
April 1, 2014
Page 4 of 4
City Council's approval of the Consultant Services Agreement for an ECMS will further
the City Council's goal of government transparency. Other benefits of implementing an
ECMS are: prevention of lost records, ability to manage and locate documents quickly,
make images centrally available, and safe keeping of records in case of disaster.
Document imaging will be implemented in phases beginning with the City Clerk's Office
(i.e., City Council and City Commission meeting minutes, resolutions and ordinances).
Once these public documents have been scanned and labeled, they will be made
available to the public on the City's website. Scanning of other department documents
will commence as resources are available.
CONCLUSION:
The City Council is requested to award a Consultant Services Agreements with ECS
Imaging Inc., to install a Laserfiche electronic content management system (ECMS),
provide training, and provide annual service maintenance and support services for
ECMS; and a Consultant Services Agreement for Document Scanning Services.
FISCAL IMPACT:
Adequate funding for this project was appropriated in the FY 2013-14 City Budget.
ATTACHMENTS:
A. Electronic Content Management Software RFP
B. Proposal from ECS Imaging, Inc.
C. Consultant Services Agreement with ECS Imaging, Inc.-installation, training and
annual service maintenance and support services for ECMS
D. Consultant Services Agreement with ECS Imaging, Inc. -document scanning
services
TABLE OF CONTENTS
Introduction ........................................................................................................... 3
Section 1 -Scope of Services .............................................................................. 5
Section 2-Process Instructions ........................................................................... 8
Section 3-Specifications ................................................................................... 10
Section 4 -Conditions ........................................................................................ 11
Proposal Form-Part 1 -Questionnaire ............................................................ 14
Proposal Form-Part 2-Proposal Pricing ......................................................... 16
Section 5 -Proposal Review Process ................................................................ 18
EXISTING TECHNOLOGY ENVIRONMENT
The City is a standard Microsoft networked environment with no existing legacy
ECMS program.
Below is a more detailed description of the current infrastructure.
HP Network Infrastructure
Phones
• Nortel System
Desktops
• Dell Hardware
• Microsoft Windows 7 Enterprise SP1 32-bit and Vista, some XP
• Microsoft Office 2007
• Microsoft Internet Explorer 9
• iMacs
• Sophos
Servers
• Dell Hardware
• Windows Server 2003 and 2008
Virtualization
• Microsoft Hyper -V
Website
• CivicPius, Content Management System Platform
Directory services -Active Directory
Remote Access
• Fortinet
Permit
• HdL Business License System, Code Enforcement, Animal License
• Development and Permit Tracking System (DAPTS), Building Permits
• Enterprise Land Management System Edgesoft (ELMS), Planning Permits
GIS
• ESRI ArcView, desktop version
Mobile devices
• iPhone 4 and 5
• Lenovo Notebooks
• iPad
Backups
• CA Arcserve
PROJECT TEAM
The project is managed by the City Clerk's Office.
All questions must be directed via e-mail (no phone calls, please) to:
Peggy Kuo, City Clerk PKuo@templecity. us
Contact with other City employees, Commissioners, Councilmembers or other
officials is expressly prohibited without prior consent and may result in
disqualification of the bidder.
SECTION 1 -SCOPE OF SERVICES
SCOPE OF WORK FOR ELECTRONIC CONTENT MANAGEMENT
SYSTEM
PROJECT GOALS
The primary goal of this project is to make public records accessible to City staff
and members of the public. The selected ECMS will make it easier and more
efficient for employees and the public to obtain public records. The City seeks to
provide an ECMS with an attractive, customizable interface for the publ ic that
integrates well with their public website, user-friendly interactive tools and full-
text-search-engine compatibilities. The contractor will provide the City with a
ready to use ECMS System the City staff can immediately begin transferring
information to.
The City is committed to making the public portal , with City Council minutes,
resolutions, ordinances, and agenda packets available to the public by May, 15
2014.
PROJECT OBJECTIVES
To provide the public with immediate access to public records in a customizable,
attractive, and easy-to-use portal via the City's new website, and to provide
internal access for all City documents to be organized and independently
accessed (some records are not to be accessible to the public, and some are to
be accessible to all employees, or selected groups of employees, only).
To fully implement the system, and upload the scanned documents resulting
from this RFP by May 15, 2014.
SCOPE OF WORK
Contractors replying to this RFP will be asked to organize and itemize their
proposals in to two (2) main areas for the City's consideration of their services:
(1) Electronic Content Management System (Archive & Retrieve); and (2)
Scanning and Indexing.
Vendors bidding on ECMS must also propose a scanner (Fujitsu Fi-7260).
Vendors are welcome to bid only on ECMS, or Scanning services, or bid on both
services. The City's preference is to work with one vendor who can successfully
provide all services and complete the project before May 15, 2014.
SUCCESSFUL ECMS CONTRACTOR WILL DELIVER THE FOLLOWING:
1. Navigation and Visual Appeal
• Content framework to support easy navigation to key public records with
visual appeal and option to customize the look of the interface portal for
the public.
2. Content Management System
• The Contractor shall provide an Archive & Retrieval ECMS solution w ith
the licensing and access described in the Specifications.
• The ECMS software proposed shall be in use by other local
governments and shall not be a beta release candidate or other early
adopter technology.
• The system shall provide for visually appealing, easy-to-use public
portals via the City's interface that allows the public to search and
retrieve selected records on PC, Macintosh (Apple computers) I and
Tablets (iPad, Android, etc.) platforms used by the public.
• The Contractor will provide a search engine solution that will support
indexing of all contents (full-text & metadata searching) within the
ECMS.
• Fujitsu Fi-7260 scanner.
3. Implementation -ECMS
• Provide an ECMS software implementation project plan.
• Install and configure website E CMS software on City server
infrastructure.
• Deliver and install Fujitsu Fi-7260 scanner, ensuring it successfully
works with your software.
• Develop the customized web interface for the public to
direction of the City.
" A l l o t h e r s e r v i c e s , i n c l u d i n g t r a i n i n g , r e q u i r e d t o s u c c e s s f u l l y i n s t a l l t h e
s y s t e m .
S C O P E O F W O R K F O R D O C U M E N T S C A N N I N G A N D I N D E X I N G
S C A N N I N G S P E C I F I C A T I O N S
1 . A l l s c a n n i n g a n d i n d e x i n g t o b e d o n e i n c o m p l i a n c e w i t h a l l a p p l i c a b l e
C a l i f o r n i a S t a t e l a w s , a n d A N S I a n d A I I M s t a n d a r d s ( w h i c h a r e i n c o r p o r a t e d
i n t o l a w b y r e f e r e n c e . )
2 . A l l d o c u m e n t s s c a n n e d a t 3 0 0 d p i , b l a c k & w h i t e , i n a f i l e f o r m a t ( T I F F o r
P D F ) a s d e t e r m i n e d b y t h e C i t y , n a m e d a n d i n d e x e d a c c o r d i n g t o d o c u m e n t
n a m i n g c o n v e n t i o n s a s d e t e r m i n e d b y t h e C i t y .
3 . V R S ( V i r t u a l R e - S c a n ) o r l i k e t e c h n o l o g y t o b e u s e d o n a l l i m a g e s t o
i m p r o v e t h e q u a l i t y o f t h e s c a n .
4 . I f t h e d o c u m e n t i s o n c o l o r e d p a p e r ( e . g . , g r e e n , b l u e , e t c . ) u s e f o r m d r o p
o u t s o t h e i m a g e a p p e a r s a s i f i t w a s w h i t e p a p e r .
5 . A l l t e x t d o c u m e n t s m u s t b e O C R ' d a n d t h e O C R f i l e s d e l i v e r e d w i t h t h e
i m a g e s .
6 . H a r d - t o - r e a d i m a g e s ( e . g . , b l u e m i m e o g r a p h i n k , d o t m a t r i x p r i n t e r s , e t c . ) w i l l
b e r e - s c a n n e d b y t h e v e n d o r a t n o c h a r g e s o t h a t t h e d o c u m e n t i s a s u s a b l e
a s t h e o r i g i n a l .
7 . A n y d a m a g e t o d o c u m e n t s , o r o t h e r a n o m a l i e s o r d i f f i c u l t i e s , i s t o b e
p r o m p t l y r e p o r t e d v i a e - m a i l t o t h e C i t y .
8 . A n y r e q u e s t s m a d e b y t h e C i t y f o r i m a g e s w i l l b e p r o v i d e d v i a e - m a i l o f t h e
s c a n n e d i m a g e w i t h i n o n e b u s i n e s s d a y .
9 . A l l s c a n n i n g , i n d e x i n g , a n d q u a l i t y c h e c k i n g m u s t b e p e r f o r m e d i n t h e S t a t e
o f C a l i f o r n i a ( n o o u t - o f - c o u n t r y o r o u t - o f - s t a t e s e r v i c e s ) .
D E L I V E R Y S P E C I F I C A T I O N S
1 . I m a g e s d e l i v e r e d o n D V D - R f o r m a t .
2 . T h e o r i g i n a l p a p e r d o c u m e n t s a r e r e t u r n e d t o t h e C i t y i n t h e s a m e o r d e r , i n
t h e s a m e c o n d i t i o n a s r e c e i v e d , a n d i n t h e s a m e b o x o r d r a w e r a s t h e y w e r e
s e n t i n .
3 . D o c u m e n t s a r e r e - s t a p l e d , o r p l a c e d i n b i n d e r c l i p s i n t h e s a m e o r d e r a n d i n
t h e s a m e f i l e f o l d e r s o r b i n d e r s . C o m b - b o u n d d o c u m e n t s a r e t o h a v e t h e
c o m b - b i n d i n g r e m o v e d , a n d r e t u r n e d w i t h a b i n d e r c l i p .
2. 1 Scan, index and quality check of one & two page documents (Black &
White and Colored)
3. 1 Image Retrieval (from Indexed fields) -Thin Client
4. 1 Full Text Retrieval (bring up text and image) -Thin Client
5. 1 Image Retrieval of a large format (e-sized) drawing
6. Describe your customer service process (both from a user and a IT technical
perspective)
7. Describe how you propose the City place images and indexes on unalterable
media.
8. Allow at least 10 minutes for questions.
If you demonstrate any function or feature that will be an additional charge or will
require additional software or hardware, you must disclose this during the
demonstration.
EVALUATION CRITERIA
Evaluation of the proposals is expected to be completed within 30 days after the
deadline. The City of Temple City will award the contract based upon the
proposal the City determines to be most advantageous. Selection criteria upon
which evaluation of the proposals will be based includes, but is not limited to:
1. Ease and simplicity of use;
2. Ease and simplicity of configuration, implementation, and support;
3. The cost to complete the project or the part(s) of the project the City elects to
award, including annual software maintenance and support;
4. The experience and references of the vendor;
5. The quality and responsiveness of technical support and employee training;
6. Visual Appeal, especially of the public portal via the City's website; and
7. Preference will be given to vendors who propose both ECMS and
Scanning services.
The City of Temple City reserves full discretion to determine the competence
and responsibility, professionally and/or financially, of proposers.
CONDITIONS
Upon award of contract, the proposer shall agree that:
1. Information received from the City of Temple City about its operations, plans,
products, or services may not be revealed to any third party without prior
written consent of the Project Manager.
2. Proposal shall inclu de a list of all subcontractors or business partners that
the vendor contemplates using for approval by the City. Once approved, the
list shall not be changed without prior written approval by the City of Temple
City.
SECTION 3: SPECIFICATIONS-ECMS & SCANNER
1. ECMS (archive & retrieval), including electronic imports, scanning, OCR,
Indexing, searching via Full-text & Metadata combined at the same time,
retrieval of text and images, e-mail (MAPI) of images in TIFF or PDF format.
No hosted systems (Cloud I SaaS) or subscription pricing will be
considered.
2. Two (2) Full "Thick Client" users (scan, index, OCR, e-mail as a PDF
attachment).
3. Five (5) "Thin Client" employee users (search, retrieve, e-mail as a PDF
attachment, print) to be deployed on the City's internal network.
4. Five (5) "Public" users capable of searching , retrieving and downloading
PDFs with a customizable interface to be incorporated into the City's
Website. The site must be accessible and functional on PCs, Macintosh
computers (Apple Computers), and Tablets (e.g., iPad , Android , etc.).
5. Annual Software Maintenance and Support.
6. Installation and Configuration on City's servers.
7. Training of 3 Users I System Administrators-Two half days on site.
8. Fujitsu Fi-7260 scanner with VRS (or like scanner).
DELIVERABLES -ECMS
Deliverables shall include, at the least, the following components, installed and
fully functional as described below and elsewhere in this proposal, at specified
Temple City buildings as appropriate:
1. All required software;
2. The successful installation must take place within the agreed upon
timeframe(s). Successful installation is defined as: All components
purchased via this proposal and contractual agreement are fully operational
(includes employee training as directed by the City) and able to be relied
upon on a daily basis by the City of Temple City;
3. Onsite employee training completed within an agreed upon timeframe;
4. Annual software technical support; and
5. Annual software maintenance and upgrades.
SECTION 4: CONDITIONS (All Vendors)
HOLD HARMLESS
The selected vendor shall indemnify and hold the City, its officers, agents and
employees harmless against all liability and property damage for actions
connected to the vendor's work for the City.
VALIDITY OF PROPOSALS
Proposals shall be valid for one hundred twenty (120) days from the submittal
deadline.
STATUS OF CONTRACTOR I PRIME CONTRACTOR
It is agreed to and understood that any employees of the contractor and the
employees of any approved subcontractor selected for this project shall be
considered private contractors and not employees of the City of Temple City.
The City of Temple City prefers to contract with a primary vendor. If a multi-
vendor, solution partner, or subcontracted approach is proposed, the proposer
should clearly identify the responsibilities of each vendor and the assurances of
performance offered. The prime vendor will be responsible, and must take
responsibility, for the entire contract performance whether or not other vendors,
subcontractors or solution partners are used.
RIGHTS
The City of Temple City reserves the following rights:
1. To modify this RFP at any time;
2. To determine the professional and financial competence and responsibility
of proposers;
3. To select a limited number of proposers to be interviewed or to provide on-
site demonstrations at the City's so le discretion;
4. To accept the most qualified proposal;
5. To require additional demonstrations and site visits to existing installations;
6. To purchase some components from other vendors (e .g., hardware);
7. To adjust the project schedule and scope to best meet the City's needs;
8. To ask a proposer to provide alternative pricing for various components than
those originally proposed; and
9. To reject any or all proposals.
LATEST TECHNOLOGY
The proposer must provide the latest versions of all software. All manufacturer
licenses, titles, manuals, and warrantees will be passed through to the City of
Temple City. The proposer warrants that deliverables will be in conformance
with the RFP, free from defects of product or workmanship, and fit for the
intended purpose. All warrantees survive delivery and are not waived by the
City's acceptance or payment.
ABILITY TO PERFORM
Proposer warrantees that it possesses the expertise to provide all equipment,
labor, materials and licenses necessary to carry out and complete the work in
compliance with the request for proposal as well as any and all federal or state
laws and regulations.
The proposer shall guarantee that all provisions of the proposal submitted shall
remain in effect for a period of 120 calendar days from the date of proposal
opening. Proposal may not be withdrawn after the submission date.
PAYMENT TERMS
Payment for software, less 10% of the software price, will be made upon
successful installation at the City of Temple City. Successful installation is
defined as all components purchased via this proposal and contractual
agreement are fully operational and able to be relied upon on a daily basis using
Temple City's existing network (includes completion of employee training).
Payment for all services will be made following the successful delivery of those
services.
BILLING
The successful bidder shall provide itemized billing for equipment, software,
installation, training, and maintenance, less the 10% software holdback, after
successful installation.
ACCEPTANCE TEST I TITLE
The City will require a 120-day acceptance test, which will begin after completion
of successful installation. Successful installation is defined as all components
purchased via this proposal and agreement and are fully operational and able to
be relied upon on a daily basis using Temple City's existing network (including
employee training).
Ten percent (1 0%) of the software price will be retained by the City and will be
released after successful performance of the acceptance test. The City will
exercise all functions of the system to ensure it meets all requirements as stated
in this RFP and in the vendor's proposal. The vendor has a duty to repair or
replace any problem components within the agreed upon time frame. The City's
acceptance will be transmitted in writing. If completion of the acceptance test is
unsuccessful, the City shall have the option to return all equipment and software
and the vendor shall refund any monies paid.
STANDARDCONTRACTANDINSURANCE
The successful bidder must comply with the City's standard contract language
and insurance requirements. See Appendix A.
PROPOSAL DEVELOPED BY CONSULT ANT
This proposal was developed by Gladwell Governmental Services, Inc. It
contains pre-existing copyrighted material, and cannot be utilized or distributed
for purposes other than those of the City of Temple City without the prior written
consent of Gladwell Governmental Services, Inc.
and e-sized documents are printed on paper, mylar, or vellum. They must be
"grouped" by project as directed by the City.
Proposers are not required to bid on all items.
All pricing must be bid at 300 dpi black and white TIFFs or PDFs using VRS or
like technology.
Indexing will be defined by the City for each record series scanned, and will
include drop-down lists (constrained data entry) as defined by the City.
ITEM COST
Cost for scanning: B&W Letter or legal sized documents per page
Cost for scanning: Color Letter or legal sized documents per page
Cost for scanning: B&W e-sized documents per sheet
Cost for scanning: Color e-sized documents per sheet
Cost of Naming a Document -with a 1 0-character document name
Cost of Indexing when all field data is provided by the City in Excel
Cost of Indexing per hour (no data provided by the City)
Cost of Indexing per list field (selection of a drop down list -no data
provided by the City)
Cost of Indexing a date field
Cost of Indexing a 10-character indexing field
Cost to Quality Check images -Option 1 (during scan): Quality
checking must be performed by humans. All images must be quality
checked as they are scanned, and must contain all significant details
from the original and must be an adequate substitute for the original
document for all purposes for which the document was created or
maintained
Cost to Quality Check images -Option 2 (after scan & index, by a
different employee): Quality checking must be performed by
humans. All images must be quality checked after the scanning and
indexing by a different employee, and must contain all significant
details from the original and must be an adequate substitute for the
original document for all purposes for which the document was
created or maintained
Cost to Quality Check indexing (must be performed by humans)
Fee for OCR of documents if any
Pickup fee, if any, and constraints (e.g., maximum number of boxes,
etc.) Only one pickup fee shall be allowed per trip I location (the
vendor may be asked to pick up records from several departments,
and only one pickup fee shall apply)
Delivery fee, if any. Only one delivery fee shall be allowed per trip I
location (the vendor may be asked to deliver records from several
departments, and only one delivery fee shall apply)
Disclose any fuel surcharge, if any
Provide a list of any fuel surcharges you have implemented over the
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Table of Contents
Executive Summary ....................................................................................................................................... 5
PROPOSAL FORM-PART 1 QUESTIONNAIRE ................................................................................................ 6
1. Competitive Advantage ......................................................................................................................... 6
2. Company Profile .................................................................................................................................... 7
Organizational Chart .............................................................................................................................. 8
Staff Biographies ................................................................................................................................... 8
ECS Client List ...................................................................................................................................... 11
Client Testimonials .............................................................................................................................. 13
3. TRAINING ............................................................................................................................................. 15
4. SUPPORT .............................................................................................................................................. 15
Escalation Process ............................................................................................................................... 17
5. REFERENCES ........................................................................................................................................ 18
PROPOSAL FORM-PART 2 PROPOSAL PRICING ......................................................................................... 20
ECMS PRICING ......................................................................................................................................... 20
ECS Imaging ECMS Cost Proposal ............................................................................................................ 21
SCANNING PRICING ................................................................................................................................. 23
Scanning Services ........................................................................................................................................ 24
ECMS Implementation I Project Management ........................................................................................... 26
Solution Description ................................................................................................................................ 26
Project Management Methodology ........................................................................................................ 26
Project Timeline ....................................................................................................................................... 27
Roles and Responsibilities ....................................................................................................................... 28
Communication Plan ............................................................................................................................... 28
Software and Hardware Specifications ................................................................................................... 29
Software Product Information ................................................................................................................ 32
Software Product Descriptions ................................................................................................................ 36
Optional Laserfiche Software Modules ...................................................................................................... .40
Optional Software Pricing ........................................................................................................................ 47
Scanner Product Information .................................................................................................................. 48
ECSrmaging.lnc
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Executive Summary
The City of Temple City has solicited proposals for the design and implementation of an Electronic
Content/Document Management System in combination with Document Scanning Services. The
objective is to provide a turn-key solution that includes electronic document management and
electronic document imaging in an integrated environment. We will work with the City Clerk's Office to
get all the archive documents scanned to help build your Laserfiche System. ECS Imaging understands
the best practices for document scanning as we have worked with over 100 cities and have scanned City
Council Minutes, Resolutions, and Ordinances like yours many times. Our specialty is helping the City
Clerk's Office implement a document management system so City staff can quickly and easily access
documents and information.
Our experience and help allows you to have a system in place with documents now at your f ingertips.
We look forward to using our years of experience in scanning City Clerk records and assisting to build
your Laserfiche System to fit your needs and help you every step of the way. We understand you have
several goals to meet such as internal records to be accessed and making certain records available to the
public.
ECS Imaging is submitting this proposal to deliver a document management solution that provides a
central repository for storing the City's documentation and images, while providing ease of access and
robust security. In addition, the City realizes that it has an opportunity to ensure that information is
readily accessible to those who need it, the City's employees and constituents.
ECS offers Laserfiche which provides user friendly interface and a full capture capability. You will find
that the technical merits of the software meet all of the stated desires given by the City. Laserfiche is a
flexible and configurable system allowing you to start with any amount of users and grow to a full
enterprise system as the need occurs.
ECS will provide the experience and knowledge we have gained through the install of over 300 systems
in the United States. We have 14 technicians to serve you along with your own Account Manager and
our Executive Team who makes sure every client is a satisfied client.
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 meet its goals with:
• Pick up and Securely Scan your Documents
• Consult and assist on ingesting the scanned documents into the City's Laserfiche System
• Centrally manage records
• Instantly find any record by word, phrase, or your preferred filing categories
• Reduce costs of paper duplication and storage
• Protect information from disaster and unauthorized use
• Retrieve supporting documents while working with other applications
• Streamline processes with automated workflow and notifications
• Allowing the Public to Access records from your website in Laserfiche
Page.S
PROPOSAL FORM -PART 1 QUESTIONNAIRE
1. Competitive Advantage
State why your system is the best solution to meet Temple City's needs
The Laserfiche Document Management System is easy to install, easy to learn and easy to use .
Laserfiche is a flexible and configurable system allowing you to start with any amount of users and grow
to a full enterprise system as the need occurs. Laserfiche Software is utilized by more than 32,000 sites
worldwide with an emphasis on government entities including about half of the Cities in California and
over 3,000 nationwide. In the recent years Laserfiche has added the following capabilities: Check in
Checkout, DoD 5015.2 Records Management and Integration with Microsoft SharePoint as part of
Laserfiche WebAccess. Laserfiche Mobile Access allows access to Laserfiche through your iPad and/or
iPhone mobile devices. And electronic Forms which provides a means in which to collect information
and automate business processes.
The proposed solution 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. Flexible licensing allows us to deliver the solution the City 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. The proposed solution is compatible with
the City's current environment.
State concisely why your company is the best to deliver the product
ECS Imaging, Inc. is a world-class Laserfiche provider and has continuously been ranked the #1 value
added reseller (VAR) in the state of California for over 19 years. We specialize in turn-key document
management solutions and have installed more than 300 Laserfiche systems. Ranging from stand-alone
systems to complex enterprise systems with high volumes of sensitive data, ECS Imaging, Inc. prides
itself on providing services for each unique situation. ECS Imaging, Inc. was established in 1990 with the
goal of perfecting the art of blending business with technology to help government and commercial
organizations improve their operations. We have over 24 years of experience in the industry and 19
years with Laserfiche.
We have installed Laserfiche solutions in most industries with an emphasis on local government. Our
solutions have been implemented for a variety of agencies from small cities with one department to
enterprise-wide, multiple server, multiple domain networked solutions over WAN's, LAN's and Virtual
Farms. We offer a full range of turn-key imaging services including: document management and e-forms
software, digital signatures, hardware, consulting, project management, on-site training and support,
scanning services, microfilm/fiche conversions. Some of our industry partners include Microsoft and
Fujitsu. ECS Imaging, Inc. also partners with agenda manager and digital signature providers such as,
NovusAGENDA and ARX Digital Signature solutions which greatly improves the paperless environment
and simplifies your business processes.
Additionally, 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. We have developed
strategic industry partnerships to provide our clients an enterprise content management solution from
one source; ECS Imaging.
Page.6
2. Company Profile
ECS Imaging, Inc. is a world-class Laserfiche provider and has continuously been ranked the #1 value
added reseller {VAR) in the state of California for over 18 years. We specialize in turn-key document
management solutions and have installed more than 300 Laserfiche systems. Ranging from stand-alone
systems to complex enterprise systems with high volumes of sensitive data, ECS Imaging, Inc. prides
itself on providing services for each unique situation. ECS Imaging, Inc. was established in 1990 with the
goal of perfecting the art of blending business with technology to help government and commercial
organizations improve their operations.
All ECS Executive, Sales and Technical staff attend annual training. Staying up-to-date and informed on
the latest features and enhancements within Laserfiche provides our clients with t he most effective
support available. All ECS techs are certified and ECS is a Gold Certified Laserfiche Reseller. ECS Technical
Staff currently holds over 75 Laserfiche Certifications collectively. We take great pride in providing
superior and consistent technical support that exceeds the requirements of our clients.
ECS Imaging, Inc. current employs 39 full time staff providing the following services:
• Project Management
• Laserfiche Installation
• Software and Hardware Integration
• On-going Support of Software and Hardware
• On-Site Training and Support
• Scanning Services (including Large Maps, Microfilm, Microfiche conversion)
• Electronic Forms and Digital Signature Solutions
• Integrations to 3rd party applications
• Custom Application Development
• Documentation
• Complimentary Quarterly User Group Workshops
• Annual Complimentary Client Conference
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Rick Parker
Solutions Engineer
Industry Experience 9 Years
With ECS Since February 2014
BS in Information Technology from American
Intercontinental University
Telecommunications Management from Devry
Laserfiche Certifications:2, 8, 9
*Laserfiche Certifications:
1) ECM 101 5) Capture I 9) Laserfiche Administrator II
2) Laserfiche Specialist 6) Capture II: Quick Fields 10) Advanced Security
3) Repository Architect 7) Capture Workflow 11) Records Management Edition I
4) Business Process Management 8) Laserfiche Administrator I 12) Troubleshooting
Account Manager
Lori Welz
Account Manager
Industry Experience: 17 years
With ECS Since January 2011
Iori @ecsi magi ng.com
(562) 335-4530
Administrative Staff
Jami Shore
Office Manager & Tech Support Single Point of Contact
Industry Experience 10 Years
With ECS Since February 2003
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13) Laserfiche Integrator I
Kristan Stillman
Accounting & HR Supervisor
Industry Experience 7 Years
With ECS Since October 2006
Page. 10
ECS Client List
City Governments City of San Pablo Education
City of Agoura Hills City of Solvang Alvord Unified School District
City of Alameda City of South Lake Tahoe Antioch Unified School District
City of Albany City of South San Francisco Barstow College
City of Aliso Viejo City of Stanton Bonita Unified School District
City of American Canyon City of Temecula Capistrano Unified School District
City of Antioch City of Tracy Central Union High School District
City of Arroyo Grande City of Twenty-nine Palms Charter Oak Unified School District
City of Atascadero City of Tustin Claremont Unified School District
City of Beaumont City of Ukiah Coachella Unified School District
City of Bell Gardens City of Union City Colton Joint Unified School District
City of Brawley City of Vacaville Davis Jt. Unified School District
City of Brea City of Vernon Del Norte County Schools
City of Brentwood City of Vista Fairfield Suisan Unified School District
City of Calimesa City of Walnut Fillmore Unified School District
City of Carson City of West Hollywood Fremont Unified School District
City of Chula Vista Town ofTiburon Fresno County Office of Education
City of Colton Town of Truckee Gateway Community College, AZ
City of Coronado Town of Yucca Valley Hacienda-La Puente Unified School District
City of Cupertino Hanford Elementary School District
City of Dublin Special Districts Imperial County Office of Education
City of El Cajon Cambria Community Services District Jurupa Unified School District
City of El Cerrito Central Basin Municipal Water District Kentfield School District
City of El Monte Central Contra Costa Sanitary District Kings County Office of Education
City of Fullerton Chino Valley Fire District Lagunitas Unified School District
City of Half Moon Bay Costa Mesa Sanitary District Lake Elsinore Unified School District
City of Hesperia Cosumnes Community Services District Lawndale Elementary School District
City of Highland Diablo Water District Lemon Grove School District
City of Indio East Valley Water District Long Beach Community College District
City of Kerman Foothill Transit District Los Angeles County Office of Education,
City of Lake Elsinore Fresno Irrigation District Head Start
City of Lakewood Hayward Area Recreation & Park Los Angeles County Office of Ed, Human
City of La Mesa District Resources
City of La Mirada Hi-Desert Water District Los Angeles County Office of Ed, Juvenile
City of La Palma lronhouse Sanitary District Court Schools
City of La Quinta Lake Arrowhead Community Services Los Angeles County Office of Ed, Personnel
City of La Verne District Commission
City Of Lathrop Mammoth Community Water District Los Angeles County Office of Ed, School
City of Lemon Grove Municipal Water District of Orange Financial Services
City of Livermore County Madera Unified School District
City of Lomita North County Transit District Marin Community College District
City of Los Alamitos Olivenhain Municipal Water District Marin County Office of Education
City of Lynwood Rincon del Diablo Municipal Water Mill Valley School District
City of Morgan Hill District Monterey Peninsula College
City of Oakdale Soquel Creek Water District Moreno Valley Unified School District
City of Patterson South Tahoe Public Utility District Pegasus School
City of Pismo Beach Tahoe Public Utility District Parlier Unified School District
City of Placentia Walnut Valley Water District Placentia-Yorba Linda Unified School District
City of Pomona Victor Valley Transit Authority Pomona Unified School District
City of Rancho Cucamonga Rio Hondo Community College
City of Rancho Palos Verdes Housing Authorities San Benito County Superintendent of
City of Redwood City City of Alameda Housing Authority Schools
City of Riverbank Hawaii County Housing Authority San Bernardino City School District
City of San Dimas Livermore Housing Authority San Lorenzo Unified School District
City of San Leandro Mississippi Regional Housing Authority San Mateo-Foster City Elementary School
City of San Luis Obispo Santa Cruz County Housing Authority
ECS1maging.lnc
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City of San Ramon Commercial and Non-Profits Law & Justice
City of Santa Paula California Administration Insurance Cal State University Los Angeles, Police
City of Saratoga Services, Inc. City of Alameda Police
City of Signal Hill Consolidated Personnel Services, AZ City of Antioch Police
Santa Ana College Diocese of Sacramento City of Atascadero Police
Santa Ana Unified School District Family Services Association City of Beaumont Police
Santa Clara County Office of First Foundation Bank City of Burlingame Police
Education Garrett Engineering City of Chula Vista Police
Santiago Canyon College ICC-International Code Council City of Corona Police
Selma Unified School District lSD Corporation City of Dublin Police
Shoreline Unified School District LA Mission City of Kerman Police
South Whittier School District Lennen Construction City of La Palma Police
Stanislaus County Office of Lustre-Cal City of Livermore Police
Education Pabrai Investment Funds City of Pittsburg Police
Sunnyvale School District PARS City of Placentia Police
Sweetwater Union High School Pacific West Asset Management Corp City of Pomona Police
District Planner's Network City of Redlands Police
Tamalpais Union High School District Reneson Hotel Group City of San Bernardino Police
University of Southern California Surterre Properties Inc. City of San Leandro Police
Vacaville Unified School District University Frames Inc. City of San Luis Obispo Police
Val Verde Unified School District Valley Insurance Program City of San Pablo Police
Valley Center Pauma Unified School City of San Ramon Police
District Counties & Tribes City of Santa Paula Police
West Valley Mission Community Contra Costa County Auditor-Controller City of South Lake Tahoe Police
College Contra Costa County Community City of Tustin Police
Whittier Union High School District Development City of Vernon Police
Contra Costa County Public Works Contra Costa County Superior Court
Health Care Hawaii County El Dorado County Superior Court
Alameda County Behavioral & Madera County Federal Public Defenders of San Diego
Environmental Health Morongo Band of Indians Hawaii County Prosecuting Attorney
Crestwood Behavioral Health, Inc. Riverside County Children & Families Madera County District Attorney & Sheriff
Abeo (Genascis) Commission Modoc County Court
MedAmerica Billing Services, Inc. Riverside County Human Resources Riverside County Sheriff
Pierce Enterprises, Inc. Riverside County LAFCO Riverside County Superior Court
Queen of the Valley Medical Center Riverside County TLMA San Bernardino County Superior Court
St. Mary Medical Center San Bernardino County Architecture & San Mateo County Superior Court
Toiyabe Indian Health Project, Inc. Engineering Santa Cruz County Superior Court
Valley Mountain Regional Center San Bernardino County Children Stanislaus County Sheriff-DEA
Services
Manufacturing and Distribution San Bernardino County LAFCO
Amini Innovation Corporation Soboba Band of Luiseno Indians
Brown Metals Company
Diamond Foods
Esterline Palomar Products
Jifco Fabricated Piping
Meissner Manufacturing Company
Inc.
Newport Meat Company
Orco Block
PJ's Building Materials & Rebar
Fabrications
ECS1maging.lnc
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"Sophia did a great job yesterday-we were able to get the volume loaded, and she followed up the call
with a great user's manual to make sure we are dialed in ... THANKS!"
Barry Schamach, Contra Costa County Public Works
"Sophia did a great job of training me on the art of Quickfields Sessions! She's awesome!"
Colleen Haupt, City of Half Moon Bay
"Michele is excellent and very knowledgeable always a joy to work with."
Joyce Price, City of Alameda
"Shelby ... I just wanted to take the opportunity to personally thank you for the successful Laserfiche
transition/upgrade you recently performed here at Marin County Office of Education. I appreciated your
sense of humor, coupled with your professionalism, as you worked through our migration issues. I think
you are an asset to the organization and they are lucky to have you. I am sure questions will come up as
we begin looking at workflow and automation options but right now we are more than satisfied with the
migration. THANK YOU THANK YOU THANK YOU!!!"
Lisa Lanning, Marin County Office of Education
"Sophia Ponce was able to resolve the scanner issue fully, so please do close out the support
request. Sophia was courteous, effective, and thorough in that she not only found and helped to correct
the problem, but asked if there was any other issue that needed attention. Thank you for following up."
Cathy Peterson, Lake Elsinore Unified School District
"Michelle gave me instructions on what to do. You can close the ticket. Thank you ECS for your
responsiveness!"
Steve Pappa, City of Dublin
"As always Bich assisted with the questions that have come up about Workflow and find the assistance
at ECS to be excellent."
Mary Ellen, City of Solvang
· "Bich was wonderful. He solved my problem quickly. I am very happy with his assistance."
Lupe Gaeta Estrella, City of La Verne
"Hello ECS Support! Yes, Sophia absolutely satisfied our support request. She does a great job. She is
patient, knowledgeable and demonstrates great customer service! We appreciate her very much!"
Collen Haupt, City of Half Moon Bay
"Chad created a clear approach work plan prior to the job. Because of this, I was able to implement a lot
of the work before ECS came on site. The migration and upgrade were hence completed within 3 hours
and all was up and functional minimizing our down time. All is well and the customer sends their
appreciation."
Steve Quintance, City of Pomona PD
"Michele is the BEST! She is always professional and extremely helpful. Thanks."
Joyce Price, City of Alameda
Page.14
"Thank you ECS, Tommy was a great help. He pointed me all the right directions and I was able to
complete my task. Cudos to Tommy!
Trevor Kay, Santa Ana College
"Bich was wonderful. I was frantic and he fixed the problem. Thank you Bich. Give him raise."
Lupe Gaeta Estrella-City of La Verne
"Thank you ... Shelby was of great assistance to me! Thanks!"
Carlo-Angelo Fanta, City of Tracy PD, January 15th
3. TRAINING
Providing proper training is critical to the success of the implementation. In most cases, training is
provided onsite by ECS, individually and in groups according to role/function and using a copy of the
production system.
End-User Training
End User Training will occur on site, on the installed system. 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.
System 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.
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
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, and
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.
4.SUPPORT
Laserfiche Support Assurance Plan
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
Page. 15
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 clients technical support
requests. Our client care commitment includes:
• Phone is 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.
ECS Imaging offers a priority support plan including a Toll Free number with unlimited, priority phone
support with a 2-4 hour response time. Additional support avenues include an email server with
individual email accounts, a dedicated support email account (support@ecsimaging.com), and Website
with download/upload capabilities. We also offer Remote Assistance/Terminal Services support.
We offer hours of support between 7:30 AM and 5:00 PM, Monday through Friday, PST excluding
holidays. All support will be through ECS Imaging, Inc. directly. After the initial implementation,
included in this proposal are hours available for remedial support, additional consulting requirements,
or for version upgrades/releases of the software.
Escalation Process
Tickets Reviewed by Escalation Manager
• Tickets open 2+ business days
• Tickets not updated by technician for 3+
business days
• Tickets that require Laserfiche Support
assistance
Tickets Automatically Sent to Escalation Manager
• Tickets open 30+ days*
• Tickets with no easily defined resolution
• Case by case approval by management
*Exceptions -long term projects, waiting on client, waiting on hardware, etc.
ECS1maging.lnc
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Escalation Process Tier 2 {as-is)
Proce5s Ownef'": Support OG~ttmeM
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> ..,~ Conf~N!not! ~~ f-. C.iiillwith
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6
Document J (!;=oot ,...,.
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Escalation Process
5. REFERENCES
Organizatio Website Address Year(s) #of Depts. Products Currently Contact Name I
nName lnstalle User Installed Used Phone I e-mail
d Ucenses address
City of htt[!:LLwww.ci.ag 13 2 Full and 2 City Clerk Laserfiche Kimberley
Agoura Hills oura-hills.ca.usL Retrieval Software with Rodriguez
Users Capture and OCR (818) 597-7303
krodrigues@ci.ag
oura-hills.ca .us
City of htt[!:LLci.carson.c 9 Avante -6 City Clerk, Avante Laserfiche Donesia Gause
Carson a.usL months Named Public Software, Capture, (310) 952-1719
Users Works OCR and Web dgause@carson.c
Web Portal Finance Portal -10 a.us
Concurrent Users
City of Brea htt[!: LLwww .cityof 3 15 Full Users City Clerk, Avante System May Ethridge
brea.netL and 25 Comm Email, Snapshot, (714) 671-4496
Weblink Dev Workflow, Agenda maye@cityofbrea
retrieval Manager, Import .net
connections Agent, Standard
Publ ic Portal,
Starter Audit Trail,
Web Access
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City of http://www. 15 Rio System CityWide Rio Named Users Erica Rabe
Tustin tustinca.org 50 Full Users and PD Pubic Portal (714) 573-3131
Unlimited Quick Fields erabe@tustinca.o
Public Portal Import Agent rg
licenses City Wide Scanning
Services
City of Aliso http://www. 9 2 Full Users City Clerk, Laserfiche Email Susan Ramos
Viejo cityofalisoviejo.co Comm and Snapshot and (949) 425-2506
m Services, CityWide sramos@cityofalis
Building Document oviejo.com
Scanning Services
City of La htt12:Uwww.cityof 9 10 Full Users City-wide, Avante System Laurie Murray
Palma la12alma.orgL and 5 Police Email, Snapshot, (714) 690-3338
Weblink Additional lauriem@cityofla
retrieval Repository, Plus palma.org
connections Plug-in, Web
Distribution Portal
Document
Scanning Services
City of htt12:Uwww. 9 20 Full Users City Clerk, Avante System John DePolis
Pomona @ci.12omona.ca.u 20Web Building, Email, Snap Shot, (909) 620-2442
~ Access Users Finance, Web Access, Quick john_depolis@ci.
Planning Fields-pomona.ca.us
Scanning Services
in Planning Dept.
City of htt12:LLwww.lynw 8 8 Full, 25 City Clerk Snapshot, Real Daniel Baker
Lynwood ood.ca.usL Retrieval Time Lookup, Zone (310) 603-0220
Users OCR, Quick Fields, dbaker@lynwood
Import Agent, Web .ca .us
Access Standard,
Weblink for Public
Access
City of Lake http:/ /www.lake-5 5 Full Users City Clerk, Avante Snap Shot, John Herrera
Elsinore elsinore.org Weblink for Planning OCR, Quick Fields, (951) 674-3124
5 Retrieval Weblink and City jherrera@lake-
Users Wide Document elsinore.org
Scanning Services
City of httj2:£Lwww.cityof 7 106 Full City Clerk, Avante System Ernesto Smith
Vernon vernon.orgL Users and Police, Email, Snapshot, (323) 826-1442
10 Weblink Planning, Audit Trail, Digital esmith@itci. vern
retrieval City-wide Signatures, eCopy on.ca.us
connections Connector, Scan
Connect, Web
Access, Web
Distribution Portal,
Forms Combo,
Quick Fields
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PROPOSAL FORM -PART 2 PROPOSAL PRICING
ECMS PRICING
ITEM COST
ECMS (archive & retrieval), including electronic imports, scanning, OCR,
Indexing, searching via Full-text & Metadata combined at the same time,
retrieval of text and images, e-mail (MAP I) of images in TIFF or PDF format.
No hosted systems (Cloud I SaaS) or subscription pricing will be considered.
$1,500
Two (2) Fuii"Thick Cl ient" users (scan, index, OCR, e-mail as a PDF
attachment).
$1,000
Five (5). Fuii"Thick Clienf' employee users (search, retrieve, e-mail as a PDF
attachment.
$3,200
Five (5) /(Public" users capable of searching, retrieving and downloading
PDFs with a customizable interface to be incorporated into the City's public
Website. The site must be accessible and functional on PCs, Macintosh I
Apples, and iPads I Table.
$7,995
Annual Software Maintenance and Support (Standard level)
$2,740
Optional Priority Level Maintenance & Support 10 Hours On-Site
Support
$1,750
Installation and Configuration on City's servers, including customization of
the Intranet page used by employees, and website page used by the Public.
$1,500
Training of 3 Users I System Administrators-Two half days on site.
$1,500
Additional Training Rates-Remote I Virtual Training $187.50 per hour
Additional Training Rates-On -site, including all Travel Expenses $1,500.00 per day, travel
expenses included
Fujitsu fi-7260 scanner with VRS (or like scanner), including installation at $1,295 + tax = $1411.55
the City, establishing settings and ensuring it works with your system . Includes 1 Year AUR
warranty
If your system I proposed configuration does not meet any of the functions System meets all
or specifications in this RFP, please disclose and propose solutions or requirements of RFP
options.
New Client Discount -$2,054.25
ECMS Grand-Total $17,380.75
-
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SCANNING PRICING
ITEM COST
Cost for scanning: B&W Letter or legal sized documents per page .07
Cost for scanning: Color Letter or legal sized documents per page .08
Cost for scanning: B&W e-sized documents per sheet 1.10
Cost for scanning: Colore-sized documents per sheet 1.50
Cost of Naming a Document -with a 10-character document name Included
Cost of Indexing when all field data is provided by the City in Excel 0.0
Cost of Indexing per hour (no data provided by the City) Included in pricing
Cost of Indexing per list field (selection of a drop down list-no data provided 2 Index Fields
by the City) Included
Cost of Indexing a date field .01
Cost of Indexing a 10-character indexing field .01
Cost to Quality Check images-Option 1 (during scan): Quality checking must be Included in per page
performed by humans. All images must be quality checked as they are scanned, cost
and must contain all significant details from the original and must be an
adequate substitute for the original document for all purposes for which the
document was created or maintained
Cost to Quality Check images-Option 2 (after scan & index, by a different .005 per image
employee): Quality checking must be performed by humans. All images must be
quality checked after the scanning and indexing by a different employee, and
must contain all significant details from the original and must be an adequate
substitute for the original document for all purposes for which the document
was created or maintained
Cost to Quality Check indexing (must be performed by humans) .005 per document
Fee for OCR of documents if any Included in per page
cost
Pickup fee, if any, and constraints (e.g., maximum number of boxes, etc.) Only
one pickup fee shall be allowed per trip I location (the vendor may be asked to
pick up records from several departments, and only one pickup fee shall apply) $150.00/35 boxes
Delivery fee, if any. Only one delivery fee shall be allowed per trip I location Included in Pickup
(the vendor may be asked to deliver records from several departments, and Fee
only one delivery fee shall apply)
Disclose any fuel surcharge, if any N/A
Provide a list of any fuel surcharges you have implemented over the
past two years N/A
Disclose all Document Preparation and Reassembling Charges, including your $25.00 per hour
hourly fee
Charge for each DVD-R if any $50.00 per set
(Includes 1 Viewer
and 1 Data Disc)
Disclose any other fees or charges not already listed (setup, etc.) Setup Included
Disclose physical location that scanning and indexing would take place 5905 Brockton Ave.
Riverside,CA 92506
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Scanning Services
ECS currently has two scanning bureaus-One in Concord, serving Northern California, and another at
its headquarters in Riverside, CA. Both of these operations can perform paper scanning as well as
sea nning of various Microforms. The benefit that this has for our clients is that we can scan any back-file
documents and have them loaded on to the City's Laserfiche server, making them immediately
accessible without the need for additional conversion or indexing. Pricing and throughput time for
scanning services will depend on number of documents, indexing criteria, condition of originals, image
enhancement and quality control requirements.
1. PICK UP AND DEliVERY
ECS will pick up documents with our full time employees only, maintaining a protected chain of custody
at all times. Documents will be picked up on a scheduled basis. Each set of boxes will be given a unique
"job number" that will assist ECS with project tracking, turnaround times, production process
management, quality control and inventory of records throughout the entire project.
Documents are transported in standard size banker's boxes. Each box will be counted and inventoried at
the time of pick up. The driver will have a pick up order clearly identifying the "job number", date of
pick up, type of records, and number of boxes (i.e. 35 boxes# 1-35). City staff will sign and verify the
number of boxes being picked up and a copy will be left.
Upon Completion of that job (batch) ECS will contact the City representative and schedule the return
delivery. A Delivery sheet for that "Job number" will accompany the return delivery of the boxes and the
completed images. City representative will sign and verify the return of the documents and the
completed images.
2. TURNAROUND TIME FOR DOCUMENT RETURN AND DIGITAL FILE DEliVERY
Logically, every client's needs are different. Therefore every ECS scanning project is uniquely customized
to meet specific client requirements. Our experienced staff will assist the City and provide guidance
throughout the development of the scanning criteria. In the end, client involvement and input in
conjunction with the expertise of the ECS scanning staff will yield a successful scanning project.
Turnaround times will be determined based on the number of boxes picked up and the quantity and
condition of the documents to be scanned. ECS will accommodate the pickup and delivery scheduled as
determined by the City.
Below is the general processes performed on each batch of scanning. Modifications to our processes are
made as needed to further ensure the overall quality of each scanning project. Client contact and
interaction will affect the outcome.
3. DOCUMENT TRACKING
Document tracking begins with the customer. The better the files are prepared for pick-up, the better
we can track and verify throughout the process. A comprehensive inventory of the files to be picked up
should be provided whenever possible. Inventory verification information should be referenced on the
outer face of all boxes to allow for verification at time of pick-up. Based on the provided information we
will document which files (typically referenced in ranges) have been provided. The provided inventory of
files will be used for Quality Assurance purposes throughout the scanning process. The final verification
of files will be conducted prior to delivery after all other processes are completed.
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4. DIGITAL CONTENT TRACKING
The digital content is created via Laserfiche scanning software and is housed directly onto a server
designated to our scanning customers. Each separate scanning project will be processed in a separate
repository specifically created to suit the unique needs of the project. Each box will be processed as a
separate unit (see processing steps below). All processing will be conducted at "box level" until the final
formatting is conducted by the scan supervisor. Each box will be tagged upon arrival. The tag will
provide a single location to track the processes listed below
• Each box will be prepped and the tag will be signed off by that operator
• Each box will be scanned and the tag will be signed off by that operator
• Lase rfiche will retain t he "created by" information to track who scanned the box
• Each box will be indexed and the tag will be signed off by that operator
• Laserfiche will retain the "last modified by" information to track who indexed the box
The indexed data for each box will be verified by a second operator and the tag will be signed off by that
operator. If any corrections are made to a document, the "last modified by" will be changed to track
who last edited the file. The indexed data and document structure for each box will be further verified
by the scan supervisor before the box is considered "validated". Validated boxes are physically
segregated from the in-process boxes. Images for the validated boxes are segregated within the
repository. Data properties (number of documents, number of images, and data size) are recorded and
tracked throughout the scanning process.
5. INDEXING PROCEDURES
Indexing requirements are unique to each scanning project. Customers are encouraged to be heavily
involved in the development of indexing criteria. The index process will include capture of unique
document details via the OCR (Optical Character Recognition) process that will allow search and retrieval
within the Laserfiche document imaging system retrieval software. Second pass Image quality control
and job specifications verification is done at this time.
• Quickfields/auto-population is strongly recommended*
• Identify a key piece of information known as a Unique Identifier. This will be the only manually
entered data we enter into your template
• Provide an excel file that will tie the Unique Identifier to other desired field data. This file will be
used to auto-populate the fields you wish to have indexed.
• The scanning supervisor will conduct the auto-population and verify accuracy
*Using this processing technique we can eliminate many common data entry errors.
Paper based documents will be imaged and captured as TIFF images at 200-300 dpi, named and indexed
according to the document naming conventions determined by the City. Manual indexing is limited to
what is available on the scanned images of any given document.
6. NAMING CONVENTION
Nam ing conventions are specified by the customer and vary based on customer needs. We recommend
that Quickfields be used to auto-populate the template fields and to name the documents. A
document's field data will comprise the document name and will create a standardized format for the
naming convention. The scan supervisor will ensure the final product meets the needs specified by the
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requirements of the RFP. Any document(s) that does not fit the specified criteria will be addressed with
the City staff; any variations to the criteria must be specified in advance.
7. OUTPUT TO DELIVERY METHOD
The scanned and indexed images are verified for burn to delivery media. The media attendant will verify
image quality and index integrity via spot checking throughout the job (batch). The burned media will be
tested for functionality and labeled as specified prior to delivery. This is our final pass for Image Quality
Control. The City can choose to have the scanned and indexed images delivered via hard drive, Disc, or
Laserfiche Plus which includes a search engine for document retrieval.
Individualizing task segments allows us to physically review the image quality in 3 separate passes while
maintaining projected production speeds. This is the most efficient means of minimizing production
errors without the high cost of "Page by Page Individual Review".
ECMS Implementation f Project Management
Solution Description
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 implementation methodology behind that plan. As we have found it to be
beneficial in ensuring that all of your expectations are met and exceeded throughout the
implementation process.
One of the major advantages of Laserfiche as an ECM solution is how quick it can be deployed. The
majority of Laserfiche systems are installed within a matter of days, rather than weeks, months, or
years. To enable a controlled, effective and timely implementation we would recommend a phased
approach. This is a successful technique that we have used in many previous implementations. The
following outlines the ECS methodology for implementation and is based on PMBOK guidelines
published by the Project Management Institute.
Project Management Methodology
Step 1: 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 2: 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.
-
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Roles and Responsibilities
Team Role Responsibilities g
M ember
Lori Welz 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 Project Sponsor
Shelby Project Manager • Make recommendations for business process improvements
Chung • 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 process changes that are required to implement the
solution
• Prepare & coordinate solution deployment
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
Jami Shore Office Manager • Coordinate the availability of staff to meet requirements of Project
Plan
• Communicate and confirm scheduled times with the client and ECS
staff
Anjy Divine Trainer • Develop User Training Documentation for:
0 Laserfiche Client
0 Laserfiche Administration
0 Any custom processes or products
Technicians/ Technical • Consultation and recommendations with client
Trainers Associates • Configuration and setup of system
• Onsite and Remote Technical Support
• Onsite Training
Communication Plan
We must assure open and timely communication for the organization by providing appropriate
information to the people who need it, when they need it. By embracing the organization-wide
commitment to this project, each individual must do his or her part to ensure its success. Therefore, all
individuals must understand their role and the specific activities for which they are responsible.
This plan provides a framework for informing, involving, and obtaining buy-in from all participants
throughout the duration of the project.
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This communication plan is for the following audiences:
• Client Project Sponsor
• Client Project Manager
• Client IT Analyst
• Client Stakeholders
• Vendor Account Manager
• Vendor Project Manager
• Vendor Technical Manager
• Vendo r Office Manager
Communication Objectives:
• Ensure timely communication to relevant groups or individuals
• Ensure effective communication between groups
• Ensure timely notices for requirements/meetings
• Ensure optimum results for all communications and project expectations
• Measure the results of the communication strategy execution and revise accordingly
Communication Vehicles:
Communication cannot be limited to any one method or vehicle. It comes in many forms and must
follow guidelines and an appropriate level of formality to ensure knowledge and information transfer.
The following is a list of vehicles that will be found within the communication plan. This list is not
extensive and will grow throughout the life of the project.
• Email
• Informal word of mouth
• Team meetings
• Conference calls
• Web Meetings
• Paper
Communication Plan
The communication plan is the detailed list of items to be communicated, to whom they are
communicated, and when they are to be communicated.
Software and Hardware Specifications
Supported Software Environments
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.
Supported Operating Systems
Operating Systems {x86) Operating Systems {x64}
Windows XP SP3 WindowsXP
Windows 2003 SPl-2 Windows 2003
Windows 2003 R2 Windows Vista
Vista, Vista SPl-2 Windows 2008
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Software Product Information
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 and multiple databases and information
repositories. The base server license includes comprehensive windows authenticated system security,
image capture, easy user defined indexing methodology, an integrated OCR engine, document
annotation tools and a secure document repository.
Images and OCR text are stored as TIFF documents and ASCII files (the non-proprietary standard) to
guarantee document integrity as well as future availability. The proposed solution is compatible with
City's environment. Laserfiche is optimized upon the Microsoft SQL Server database platform. The
majority of the application logic is stored within SQL Server as stored procedures to allow for platform
scalability. Since Laserfiche utilizes Microsoft SQL database as the backend, it is fully ODBC compliant
which means it can communicate with most any standard data source. An oracle version of Laserfiche is
available (price upon request).
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.
Laserfiche security can be divided into Feature Rights, Access Rights, Privileges and Tags. Feature rights
make up the actions a user can take as part of their global security profiles, while Access Rights allow
those actions to be fine-tuned based on the type of object 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.
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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.
Growth, competitive pressures and changing regulatory mandates require you to adjust the information
you capture and process during daily operations. 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
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. Quick Fields modules include:
• Bar Code-reads a variety of industry standard bar codes horizontally and vertically.
• Zone OCR-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 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.
Import Agent
Import agent allows numerous image capture devices (multi-function copier/scanners, network fax
server, etc.) to work with Laserfiche. Automatically import documents 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.
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" S i m p l i f y p r o c e s s e s f o r c o l l e c t i n g p r o p o s e d a g e n d a i t e m s a n d o b t a i n i n g t h e n e c e s s a r y a p p r o v a l s .
" A d d a p p r o v e d i t e m s t o t h e a g e n d a w i t h o u t h a v i n g t o r e t y p e , c o p y o r p a s t e t e x t .
" A c c o m m o d a t e l a s t - m i n u t e c h a n g e s b y e a s i l y a d d i n g , r e m o v i n g o r r e a r r a n g i n g a g e n d a i t e m s ,
w i t h o u t h a v i n g t o e d i t m u l t i p l e p a p e r c o p i e s .
I t e m S u b m i s s i o n S i m p l i f i e d
L a s e r f i c h e a g e n d a m a n a g e m e n t s o l u t i o n s a l l o w u s e r s t o s u b m i t p r o p o s e d a g e n d a i t e m s e l e c t r o n i c a l l y .
A s p a r t o f t h e s u b m i s s i o n p r o c e s s , u s e r s e n t e r a d e s c r i p t i o n o f t h e i t e m a n d s e l e c t t h e s e c t i o n o f t h e
a g e n d a i n w h i c h t h e i t e m s h o u l d a p p e a r . U s e r s c a n a l s o a t t a c h f i l e s , s u c h a s s t a f f r e p o r t s , t o t h e i t e m
t h a t c a n t h e n b e i n c o r p o r a t e d i n t o t h e f i n a l a g e n d a p a c k e t . T h e y c a n s e l e c t t h e s e f i l e s f r o m t h e i r
d e s k t o p , a n e t w o r k d r i v e o r t h e L a s e r f i c h e r e p o s i t o r y ; t h e y c a n a l s o u t i l i z e t h e s e t o o l s ' s c a n n i n g
c o m p o n e n t t o c r e a t e e l e c t r o n i c v e r s i o n s o f p a p e r d o c u m e n t s o n t h e f l y .
T h e s e a g e n d a m a n a g e m e n t s y s t e m s a l s o m a i n t a i n a d e t a i l e d h i s t o r y t h a t l i s t s e a c h a c t i o n t a k e n o n a n
i t e m . B e c a u s e u s e r s c a n e a s i l y a c c e s s t h i s i n f o r m a t i o n , t h e y n o l o n g e r n e e d t o a s k t h e p r e p a r e r f o r
u p d a t e s r e g a r d i n g t h e i r i t e m ' s s t a t u s .
" S u b m i t d e t a i l e d i n f o r m a t i o n a b o u t p r o p o s e d a g e n d a i t e m s e l e c t r o n i c a l l y .
" A t t a c h s u p p o r t i n g d o c u m e n t a t i o n t o i t e m s f o r i n c l u s i o n i n t h e f i n a l a g e n d a p a c k e t .
" T r a c k i n d i v i d u a l a g e n d a i t e m s i n r e a l t i m e a n d v i e w i n f o r m a t i o n a b o u t e a c h a c t i o n t a k e n o n a n
i t e m .
I t e m A p p r o v a l S t r e a m l i n e d
L a s e r f i c h e a g e n d a m a n a g e m e n t s y s t e m s a u t o m a t i c a l l y r o u t e s p r o p o s e d i t e m s t h r o u g h t h e a p p r o v a l
p r o c e s s , u s i n g e - m a i l m e s s a g e s t o a l e r t r e v i e w e r s w h e n i t e m s r e q u i r e t h e i r a t t e n t i o n . T o f o s t e r t i m e l y
r e v i e w , t h e s e m e s s a g e s c o n t a i n a l i n k t h a t r e v i e w e r s c a n c l i c k t o q u i c k l y v i e w t h e i t e m . R e v i e w e r s h a v e
t h e o p t i o n t o m a k e m o d i f i c a t i o n s t o a n i t e m i n o r d e r t o a d d i n f o r m a t i o n o r c o r r e c t e r r o r s . T h e y c a n t h e n
e i t h e r a p p r o v e o r r e j e c t t h e i t e m . W h e n a n i t e m i s r e j e c t e d , t h e u s e r w h o s u b m i t t e d i t i s a u t o m a t i c a l l y
n o t i f i e d a n d i n f o r m e d o f t h e r e a s o n f o r r e j e c t i o n . T h e u s e r t h e n h a s t h e o p t i o n t o r e v i s e a n d r e s u b m i t
t h e i t e m .
" R o u t e a g e n d a i t e m s t o r e v i e w e r s a u t o m a t i c a l l y .
" U s e e - m a i l n o t i f i c a t i o n t o a l e r t r e v i e w e r s w h e n i t e m s r e q u i r e t h e i r a t t e n t i o n .
" A l l o w u s e r s t o q u i c k l y r e v i s e a n d r e s u b m i t r e j e c t e d i t e m s .
R e t a i n t h e A p p e a r a n c e o f Y o u r C u r r e n t A g e n d a s
L a s e r f i c h e a g e n d a m a n a g e m e n t t o o l s u t i l i z e a M i c r o s o f t � W o r d T M p l u g - i n , w h i c h e n a b l e s t h e p r e p a r e r
t o p r o d u c e a n a g e n d a w h o s e s t y l e a n d s t r u c t u r e a r e f a m i l i a r t o t h e m e e t i n g ' s a t t e n d e e s . T h e p r e p a r e r
c a n t h e n e a s i l y p u b l i s h t h e a g e n d a , a l o n g w i t h t h e s u p p l e m e n t a l d o c u m e n t a t i o n , a s a b o o k m a r k e d ,
s e a r c h a b l e P D F f i l e t h a t c a n b e p r i n t e d , d i s t r i b u t e d e l e c t r o n i c a l l y o r p o s t e d o n l i n e . T o f a c i l i t a t e
d i s t r i b u t i o n v i a e - m a i l , t h e a g e n d a p a c k e t i s a l s o p u b l i s h e d a s a Z I P f i l e .
" U s e s t a n d a r d w o r d - p r o c e s s i n g t o o l s t o c r e a t e a n a g e n d a w h o s e a p p e a r a n c e i s f a m i l i a r t o t h e
m e e t i n g ' s a t t e n d e e s .
" P u b l i s h t h e f i n a l a g e n d a p a c k e t a s e a s i l y - d i s t r i b u t e d P D F a n d Z I P f i l e s , a t t h e t o u c h o f a b u t t o n .
" E n s u r e t h a t a t t e n d e e s c a n q u i c k l y d o w n l o a d t h e a g e n d a a n d a c c e s s s u p p o r t i n g d o c u m e n t a t i o n .
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Get Started Quickly tor Fast Results
Laserfiche agenda management solutions are designed for quick insta llation and deployment. Because
they integrate seamlessly with Microsoft® Internet ExplorerTM, v. 5.0 and later, they require no
workstation installation for most users. They also require minimal support from your organization's IT
department. Furthermore, these tools' ease-of-use and intuitive design eliminate the need for extensive
training and ensure that users get up to speed quickly.
• Encourage fast user acceptance by providing an easy-to-use agenda management solution.
• Minimize the burden on your IT department by selecting a system that's easy to install and
maintain.
• Reduce operating expenses associated with paper, photocopying and manual distribution.
Encourage Timelv Participation in the Agenda Process
Laserfiche agenda management tools provide an easy-to-use interface for submitting and approving
items, and for assembling the final agenda packet.
• Users propose agenda items using a simple yet customizable Web form.
• Reviewers can make minor changes to items prior to approving them.
• Preparers can easily assemble approved items into a final agenda.
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
TraWM, 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:
• 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.
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.
ECS1maging. Inc
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" R u n r e p o r t s d e t a i l i n g w h e r e r e c o r d s a r e i n t h e i r l i f e c y c l e a n d w h i c h r e c o r d s a r e e l i g i b l e f o r
t r a n s f e r , a c c e s s i o n o r d e s t r u c t i o n .
" L o g a l l s y s t e m a c t i v i t y , p r o v i d i n g a n a u d i t t r a i l t h a t c a n b e u s e d t o p r o v e a d h e r e n c e t o y o u
r e c o r d s m a n a g e m e n t p l a n a n d c o m p l i a n c e w i t h r e g u l a t i o n s .
" E n s u r e t h e f u t u r e a c c e s s i b i l i t y o f y o u r a r c h i v e d r e c o r d s w i t h s t o r a g e i n n o n - p r o p r i e t a r y T I F F f i l e
f o r m a t .
" S a f e g u a r d r e c o r d s w i t h c o m p r e h e n s i v e a c c e s s c o n t r o l s .
" P r o m o t e c o m p l i a n c e w i t h S a r b a n e s - O x l e y , H I P P A , U S A P A T R I O T A C T , S E C , F I N R A a n d o t h e r
r e g u l a t i o n s .
" S i m p l y b u s i n e s s c o n t i n u i t y p l a n n i n g b y c e n t r a l i z i n g y o u r o r g a n i z a t i o n ' s i n f o r m a t i o n .
" R e d u c e l i t i g a t i o n r i s k s a s s o c i a t e d w i t h e x p i r e d a n d o u t d a t e d r e c o r d s .
" R e s p o n d t o e - d i s c o v e r y o r d e r q u i c k l y a n d c o n f i d e n t l y .
" I n s t a n t l y p r o v i d e l a r g e n u m b e r s o f r e c o r d s t o a u d i t o r s , w i t h o u t t r i p s t o t h e r e c o r d s r o o m o r o f f -
s i t e s t o r a g e f a c i l i t i e s .
L a s e r f i c h e T o o l k i t ( S D K )
T h e S D K ( S o f t w a r e D e v e l o p m e n t K i t ) a l l o w s y o u r o r g a n i z a t i o n t o m o r e e f f e c t i v e l y p u t c o n t e n t t o u s e b y
i n t e g r a t i n g L a s e r f i c h e w i t h t h i r d p a r t y a p p l i c a t i o n s . C u s t o m s o l u t i o n s c a n b e c r e a t e d u s i n g a n y l a n g u a g e
w i t h C O M s u p p o r t , w h i c h m e a n s W e b s i t e s , s c r i p t s , W i n d o w s a p p l i c a t i o n s , o r a n y t h i n g e l s e c o m p a t i b l e
w i t h C O M l i b r a r i e s , i n c l u d i n g a l l . N E T l a n g u a g e s , c a n e a s i l y c o m m u n i c a t e w i t h t h e L a s e r f i c h e S e r v e r . T h e
S D K c o m e s w i t h d e t a i l e d d o c u m e n t a t i o n t h a t i n c l u d e s t u t o r i a l s a n d s a m p l e s o u r c e c o d e i n C # a n d V i s u a l
B a s i c . N E T .
L a s e r f i c h e D i g i t a l S i g n a t u r e s
W i t h L a s e r f i c h e d i g i t a l s i g n a t u r e s , y o u c a n a u t o m a t i c a l l y s i g n a n d v a l i d a t e y o u r d o c u m e n t s a s t h e y a r e
c r e a t e d , r e v i e w e d a n d a r c h i v e d w i t h o u t l e a v i n g t h e L a s e r f i c h e e n v i r o n m e n t . D i g i t a l s i g n a t u r e s a r e a
f o r m o f e l e c t r o n i c s i g n a t u r e s t h a t a c t l i k e a d i g i t a l n o t a r y t o y o u r e l e c t r o n i c a s s e t s .
O p t i o n a l S o f t w a r e P r i c i n g
S o f t w a r e D e s c r i p t i o n S o f t w a r e C o s t A n n u a l M a i n t e n a n c e
L a s e r f i c h e F o r m s * 1 0 % a d d - o n t o a l l N a m e d * 1 0 % a d d - o n t o a l l N a m e d
F u l l & R e t r i e v a l U s e r s F u l l & R e t r i e v a l U s e r s
L a s e r f i c h e F o r m s P o r t a l ( a l l o w s f o r m s u b m i s s i o n f r o m $ 7 , 9 9 5 . 0 0 $ 1 , 6 0 0 . 0 0
u n l i c e n s e d p u b l i c u s e r s }
L a s e r f i c h e Q u i c k F i e l d s $ 5 9 5 . 0 0 $ 1 2 0 . 0 0
L a s e r f i c h e Q u i c k F i e l d s A g e n t $ 9 , 9 9 5 . 0 0 $ 2 , 0 0 0 . 0 0
A L a s e r f i c h e A u t o S t a m p / R e d a c t i o n / B a t e s N u m . $ 4 9 5 . 0 0 $ 1 0 0 . 0 0
A L a s e r f i c h e D o c u m e n t C l a s s i f i c a t i o n $ 4 , 9 9 5 . 0 0 $ 1 , 0 0 0 . 0 0
A L a s e r f i c h e F o r m s A l i g n m e n t $ 2 , 4 9 5 . 0 0 $ 5 0 0 . 0 0
A L a s e r f i c h e O p t i c a l M a r k R e c o g n i t i o n $ 2 , 4 9 5 . 0 0 $ 5 0 0 . 0 0
A L a s e r f i c h e F o r m s I d e n t i f i c a t i o n $ 2 , 4 9 5 . 0 0 $ 5 0 0 . 0 0
A L a s e r f i c h e F o r m s E x t r a c t o r $ 2 , 4 9 5 . 0 0 $ 5 0 0 . 0 0
A f o r m s C o m b o ( I n c l u d e s Z o n e O C R & V a l i d a t i o n $ 9 , 9 9 5 . 0 0 $ 2 , 0 0 0 . 0 0
P k g . , D o c u m e n t C l a s s i f i c a t i o n , O M R , F o r m s A l i g n m e n t ,
F o r m E x t r a c t o r , F o r m s I d e n t i f i c a t i o n )
A L a s e r f i c h e Z o n e O C R & V a l i d a t i o n P k g . $ 2 , 7 9 5 . 0 0 $ 5 6 0 . 0 0
A L a s e r f i c h e B a r c o d e & V a l i d a t i o n P k g . $ 1 , 6 9 5 . 0 0 $ 3 4 0 . 0 0
A L a s e r f i c h e R e a l T i m e L o o k u p & V a l i d a t i o n P k g . $ 5 9 5 . 0 0 $ 1 2 0 . 0 0
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ECS1maging.lnc
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ATTACHMENT C
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CONSULTANT SERVICES AGREEMENT
By and Between
THE CITY OF TEMPLE CITY,
a municipal corporation
and
ECS Imaging, Inc.
Aprill, 2014
AGREEMENT FOR CONSULTANT SERVICES
BETWEEN
THE CITY OF TEMPLE CITY, CALIFORNIA
AND
ECS Imaging, Inc.
This Agreement for Consultant Services ("Agreement") is entered into as of this 1st day
of April, 2014 by and between the City of TEMPLE CITY, a municipal corporation ("City") and
ECS Imaging, Inc., a corporation ("Consultant"). City and Consultant are sometimes hereinafter
individually referred to as "Patiy" and hereinafter collectively referred to as the "Parties."
RECITALS
A. City has sought, by issuance of a Request for Proposals or Invitation for Bids, the
performance of the services defined and described particularly in Section 2 of this Agreement.
B. Consultant, following submission of a proposal or bid for the performance of the
services defmed and described particularly in Section 2 of this Agreement, was selected by the
City to perform those services.
C. Pursuant to the City of Temple City's Municipal Code, City has authority to enter
into this Consultant Services Agreement and the City Manager has authority to execute this
Agreement.
D. The Parties desire to formalize the selection of Consultant for performance of
those services defined and described particularly in Section 2 of this Agreement and desire that
the terms of that performance be as particularly defined and described herein.
OPERATIVE PROVISIONS
NOW, THEREFORE, in consideration of the mutual promises and covenants made by
the Parties and contained here and other consideration, the valne and adequacy of which are
hereby acknowledged, the parties agree as follows:
SECTION 1. TERM OF AGREEMENT.
Subject to the provisions of Section 20 "Termination of Agreement" of this Agreement,
the scope of services set forth in Exhibit "A" "Scope of Services" shall be completed pursuant to
the schedule specified in Exhibit "A." Should the scope of services not be completed pursuant to
that schedule, the Consultant shall be deemed to be in Default of this Agreement pursuant to
Section 21 of this Agreement. The City, in its sole discretion, may choose not to enforce the
Default provisions of this Agreement and may instead allow Consultant to continue performing
the scope of services until such services me complete.
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SECTION2. SCOPE OF SERVICES.
Consultant agrees to perform the services set forth in Exhibit "A" "Scope of Services"
and made a part of this Agreement.
SECTION3. ADDITIONAL SERVICES.
Consultant shall not be compensated for any services rendered in connection with its
perfonnance of this Agreement which are in addition to or outside of those set forth in this
Agreement or listed in Exhibit "A" "Scope of Services," unless such additional services are
authorized in advance and in writing by the City Council or City Manager of City. Consultant
shall be compensated for any such additional services in the amounts and in the manner agreed to
by the City Council or City Manager.
SECTION4. COMPENSATION AND METHOD OF PAYMENT.
(a) Subject to any limitations set forth in this Agreement, City agrees to pay
Consultant the an10unts specified in Exhibit "B" "Compensation" and made a part of this
Agreement. The total compensation, including reimbursement for actual expenses, shall not
exceed Six Thousand Eight Hundred and Ninety ($6,890), unless additional compensation is
approved in writing by the City Council or City Manager.
(b) Consultant shall furnish to City an original invoice for all work performed and
expenses incuned during the preceding month. The invoice shall detail charges by the following
categories: labor (by sub-category), travel, materials, equipment, supplies, and sub-consultant
contracts. Sub-consultant charges shall be detailed by the following categories: labor, travel,
materials, equipment and supplies. City shall independently review each invoice submitted by
the Consultant to detennine whether the work performed and expenses incuned are in
compliance with the provisions of this Agreement. In the event that no charges or expenses are
disputed, the invoice shall be approved and paid according to the te1ms set forth in subsection
(c). In the event any charges or expenses are disputed by City, the original invoice shall be
returned by City to Consultant for correction and resubmission.
(c) Except as to any charges for work performed or expenses incurred by Consultant
which are disputed by City, City will use its best efforts to cause Consultant to be paid within
forty-five (45) days of receipt of Consultant's correct and undisputed invoice.
(d) Payment to Consultant for work performed pursuant to this Agreement shall not
be deemed to waive any defects in work performed by Consultant.
SECTIONS. INSPECTION AND FINAL ACCEPTANCE.
City may inspect and accept or reject any of Consultant's work under this Agreement,
either during performance or when completed. City shall reject or finally accept Consultant's
work within sixty (60) days after submitted to City. City shall reject work by a timely written
explanation, otherwise Consultant's work shall be deemed to have been accepted. City's
acceptance shall be conclusive as to such work except with respect to latent defects, fraud and
such gross mistakes as amount to fraud. Acceptance of any of Consultant's work by City shall
-2-
not constitute a waiver of any of the provisions of this Agreement including, but not limited to,
sections 16 and 17, pertaining to indemnification and insurance, respectively.
SECTION6. OWNERSHIP OF DOCUMENTS.
All original maps, models, designs, drawings, photographs, studies, surveys, repmis, data,
notes, computer files, files and other documents prepared, developed or discovered by Consultant
in the course of providing any services pursuant to this Agreement shall become the sole property
of City and may be used, reused or otherwise disposed of by City without the pennission of the
Consultant. Upon completion, expiration or termination of this Agreement, Consultant shall turn
over to City all such original maps, models, designs, drawings, photographs, studies, surveys,
reports, data, notes, computer files, files and other documents.
If and to the extent that City utilizes for any purpose not related to this Agreement any
maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer
files, files or other documents prepared, developed or discovered by Consultant in the course of
providing any services pursuant to this Agreement, Consultant's guarantees and wanants related
to Standard of Performance and found in Section 9 of this Agreement shall not extend to such
use of the maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes,
computer files, files or other documents.
SECTION?. CONSULTANT'S BOOKS AND RECORDS.
(a) Consultant shall maintain any and all documents and records demonstrating or
relating to Consultant's performance of services pursuant to this Agreement. Consultant shall
maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, or other
documents or records evidencing or relating to work, services, expenditures and disbursements
charged to City pursuant to this Agreement. Any and all such documents or records shall be
maintained in accordance with generally accepted accounting principles and shall be sufficiently
complete and detailed so as to permit an accurate evaluation of the services provided by
Consultant pursuant to this Agreement. Any and all such docun1ents or records shall be
maintained for three years from the date of execution of this Agreement and to the extent
required by laws relating to audits of public agencies and their expenditures.
(b) Any and all records or documents required to be maintained pursuant to this
section shall be made available for inspection, audit and copying, at any time during regular
business hours, upon request by City or its designated representative. Copies of such documents
or records shall be provided directly to the City for inspection, audit and copying when it is
practical to do so; otherwise, unless an alternative is mutually agreed upon, such documents and
records shall be made available at Consultant's address indicated for receipt of notices in this
Agreement.
(c) Where City has reason to believe that any of the documents or records required to
be maintained pursuant to this section may be lost or discarded due to dissolution or tem1ination
of Consultant's business, City may, by written request, require that custody of such documents or
records be given to the City and that such documents and records be maintained by the requesting
party. Access to such documents and records shall be granted to City, as well as to its
successors-in-interest and authorized representatives.
- 3 -
SECTIONS. STATUS OF CONSULTANT.
(a) Consultant is and shall at all times remain a wholly independent contractor and
not an officer, employee or agent of City. Consultant shall have no authority to bind City in any
manner, nor to incur any obligation, debt or liability of any kind on behalf of or against City,
whether by contract or otherwise, unless such authority is expressly conferred under this
AGREEMENT or is otherwise expressly conferred in writing by City.
(b) The personnel performing the services under this Agreement on behalf of
Consultant shall at all times be under Consultant's exclusive direction and control. Neither City,
nor any elected or appointed boards, officers, officials, employees or agents of City, shall have
control over the conduct of Consultant or any of Consultant's officers, employees, or agents
except as set forth in this Agreement. Consultant shall not at any time or in any manner represent
that Consultant or any of Consultant's otlicers, employees, or agents are in any marrner officials,
officers, employees or agents of City.
(c) Neither Consultant, nor any of Consultant's officers, employees or agents, shall
obtain any rights to retirement, health care or any other benefits which may otherwise accrue to
City's employees. Consultant expressly waives any claim Consultant may have to any such
rights.
SECTION9. STANDARD OF PERFORMANCE.
Consultant represents and warrants that it has the qualifications, experience and facilities
necessary to properly perform the services required under this Agreement in a thorough,
competent and professional marrner. Consultant shall at all times faithfully, competently and to
the best of its ability, experience and talent, perfmm all services described herein. In meeting its
obligations under this Agreement, Consultant shall employ, at a minimum, generally accepted
standards and practices utilized by persons engaged in providing services similar to those
required of Consultant under this Agreement.
If and to the extent that City utilizes for any purpose not related to this Agreement any
maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer
files, files or other documents prepared, developed or discovered by Consultant in tl1e course of
providing any services pursuant to this Agreement, Consultant's guarantees and warranties
related to Standard of Performance shall not extend to such use of the maps, models, designs,
drawings, photographs, studies, surveys, reports, data, notes, computer files, files or other
documents.
SECTION 10. COMPLIANCE WITH APPLICABLE LAWS; PERMITS AND
LICENSES.
Consultant shall keep itself informed of and comply with all applicable federal, state and
local laws, statutes, codes, ordinances, regulations and rules in effect during the term of this
Agreement. Consultant shall obtain any and all licenses, pe1mits and authorizations necessary to
perform the services set forth in this Agreement. Neither City, nor any elected or appointed
boards, officers, officials, employees or agents of City, shall be liable, at law or in equity, as a
result of any failure of Consultant to comply with this section.
-4 -
SECTION 11. PREVAILING WAGE LAWS
It is the understanding of City and Consultant that California prevailing wage laws do not
apply to this Agreement because the Agreement does not involve any of the following services
subject to prevailing wage rates pursuant to the California Labor Code or regulations
promulgated thereunder: Construction, alteration, demolition, installation, or repair work
perfonned on public buildings, facilities, streets or sewers done under contract and paid for in
whole or in part out of public funds. In this context, "construction" includes work performed
during the design and preconstmction phases of construction including, but not limited to,
inspection and land surveying work.
SECTION 12. NONDISCRIMINATION.
Consultant shall not discriminate, in any way, against any person on the basis of race,
color, religious creed, national origin, ancestry, sex, age, physical handicap, medical condition or
marital status in connection with or related to the performance of this Agreement.
SECTION 13. UNAUTHORIZED ALIENS.
Consultant hereby promises and agrees to comply with all of the provisions of the Federal
Innnigration and Nationality Act, 8 U.S.C.A. §§ 1101, et seg., as amended, and in connection
therewith, shall not employ unauthorized aliens as defined therein. Should Consultant so employ
such unauthorized aliens for the performance of work and/or services covered by this Agreement,
and should the any liability or sanctions be imposed against City for such use of unauthorized
aliens, Consultant hereby agrees to and shall reimburse City for the cost of all such liabilities or
sanctions imposed, together with any and all costs, including attorneys' fees, incurred by City.
SECTION 14. CONFLICTS OF INTEREST.
(a) Consultant covenants that neither it, nor any officer or principal of its finn, has or
shall acquire any interest, directly or indirectly, which would conflict in any manner with the
interests of City or which would in any way hinder Consultant's performance of services under
this Agreement. Consultant further covenants that in the performance of this Agreement, no
person having any such interest shall be employed by it as an officer, employee, agent or
subcontractor without the express written consent of the City Manager. Consultant agrees to at all
times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of
City in the performance of this Agreement.
(b) City understands and acknowledges that Consultant is, as of the date of execution
of this Agreement, independently involved in the performance of non-related services for other
governmental agencies and private parties. Consultant is unaware of any stated position of City
relative to such projects. Any future position of City on such projects shall not be considered a
conflict of interest for purposes of this section.
(c) City understands and acknowledges that Consultant will, perforn1 non-related
services for other governmental agencies and private parties following the completion of the
scope of work under this Agreement. Any such future service shall not be considered a cont1ict
of interest for purposes of this section.
- 5 -
SECTION 15. CONFIDENTIAL INFORMATION; RELEASE OF INFORMATION.
(a) All information gained or work product produced by Consultant in performance of
this Agreement shall be considered confidential, unless such information is in the public domain
or already known to Consultant. Consultant shall not release or disclose any such information or
work product to persons or entities other than City without prior written authorization from the
City Manager, except as may be required by law.
(b) Consultant, its officers, employees, agents or subcontractors, shall not, without
prior written authorization from the City Manager or unless requested by the City Attorney of
City, voluntatily provide declarations, letters of support, testimony at depositions, response to
interrogatories or other information concerning the work performed under this Agreement.
Response to a subpoena or court order shall not be considered "voluntaty" provided Consultant
gives City notice of such court order or subpoena.
(c) If Consultant, or any officer, employee, agent or subcontractor of Consultant,
provides any information or work product in violation of this Agreement, then City shall have the
right to reimbursement and indemnity from Consultant for any damages, costs and fees,
including attorneys fees, caused by or incurred as a result of Consultant's conduct.
(d) Consultant shall promptly notifY City should Consultant , its officers, employees,
agents or subcontractors be served with any sununons, complaint, subpoena, notice of deposition,
request for documents, interrogatories, request for admissions or other discovery request, court
order or subpoena from any party regarding this Agreement and the work performed thereunder.
City retains the right, but has no obligation, to represent Consultant or be present at any
deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to
provide City with the opportunity to review any response to discovery requests provided by
Consultant. However, this right to review any such response does not imply or mean the right by
City to control, direct, or rewrite said response.
SECTION 16. INDEMNIFICATION.
(a) Indemnification for Professional Liability. Where the law establishes a
professional standard of care for Consultant's Services, to the fullest extent permitted by law,
Consultant shall indemnifY, protect, defend and hold harmless City and any and all of its
officials, employees and agents ("Indemnified Parties") from and against any and all losses,
liabilities, damages, costs and expenses, including attorney's fees and costs to the extent same are
caused in whole or in part by at1Y negligent or wrongful act, error or omission of Consultant, its
officers, agents, employees or sub-consultants (or any entity or individual that Consultant shall
bear the legal liability thereof) in the performance of professional services tmder this Agreement.
(b) Indemnification for Other than Professional Liabilitv. Other than in the
performance of professional services and to the full extent permitted by law, Consultant shall
indemnify, protect, defend a11d hold harmless City, and any and all of its employees, officials a11d
agents from and against a11y liability (including liability for claims, suits, actions, arbitration
proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any
kind, whether actual, alleged or threatened, including attorneys fees and costs, comi costs,
interest, defense costs, and expert witness fees), where the same arise out of, are a consequence
- 6 -
of, or are in any way attributable to, in whole or in part, the performance of this Agreement by
Consultant or by any individual or entity for which Consultant is legally liable, including but not
limited to officers, agents, employees or sub-contractors of Consultant.
(c) General Indemnification Provisions. Consultant agrees to obtain executed
indemnity Agreements with provisions identical to those set forth here in this section from each
and every sub-contractor or any other person or entity involved by, for, with or on behalf of
Consultant in the performance of this Agreement. In the event Consultant fails to obtain such
indemnity obligations from others as required here, Consultant agrees to be fully responsible
according to the terms of this section. Failure of City to monitor compliance with these
requirements imposes no additional obligations on City and will in no way act as a waiver of any
rights hereunder. This obligation to indemnifY and defend City as set forth here is binding on the
successors, assigns or heirs of Consultant and shall survive the termination of this Agreement or
this section.
(d) Limitation oflndenmification. Notwithstanding any provision of this Section 16
[Indemnification] to the contrary, design professionals are required to defend and indenmifY the
City only to the extent permitted by Civil Code Section 2782.8, which limits the liability of a
design professional to claims, suits, actions, arbitration proceedings, administrative proceedings,
regulatory proceedings, losses, expenses or costs that arise out of, pertain to, or relate to the
negligence, recklessness, or willful misconduct of the design professional. The term "design
professional," as defined in Section 2782.8, is limited to licensed architects, licensed landscape
architects, registered professional engineers, professional land surveyors, and the business
entities that offer such services in accordance with the applicable provisions of the Califomia
Business and Professions Code.
(e) The provisions of this section do not apply to claims occurring as a result of City's
sole negligence. The provisions of this section shall not release City from liability arising from
gross negligence or willful acts or omissions of City or any and all of its officials, employees and
agents.
SECTION 17. INSURANCE.
Consultant agrees to obtain and maintain in full force and effect during the term of this
Agreement the insurance policies set forth in Exhibit "C" "Insurance" and made a part of this
Agreement. All insurance policies shall be subject to approval by City as to form and content.
These requirements are subject to amendment or waiver if so approved in writing by the City
Manager. Consultant agrees to provide City with copies of required policies upon request.
SECTION 18. ASSIGNMENT.
The expertise and experience of Consultant are material considerations for this
Agreement. City has an interest in the qualifications of and capability of the persons and entities
who will fulfill the duties and obligations imposed upon Consultant under this Agreement. In
recognition of that interest, Consultant shall not assign or transfer this Agreement or any portion
of this Agreement or the performance of any of Consultant's duties or obligations under this
Agreement without the prior written consent of the City Council. Any attempted assigrunent
shall be ineffective, null and void, and shall constitute a material breach of this Agreement
-7 -
entitling City to any and all remedies at law or in equity, including summary termination of this
Agreement. City acknowledges, however, that Consultant, in the performance of its duties
pursuant to this Agreement, may utilize subcontractors.
SECTION 19. CONTINUITY OF PERSONNEL.
Consultant shall make every reasonable effort to maintain the stability and continuity of
Consultant's staff and subcontractors, if any, assigned to perform the services required under this
Agreement. Consultant shall notify City of any changes in Consultant's staff and subcontractors,
if any, assigned to perform the services required under this Agreement, prior to and during any
such perfmmance.
SECTION20. TERMINATION OF AGREEMENT.
(a) City may terminate this Agreement, with or without cause, at any time by giving
thirty (30) days written notice of termination to Consultant. In the event such notice is given,
Consultant shall cease immediately all work in progress.
(b) Consultant may tetminate this Agreement for cause at any time upon thirty (30)
days written notice of termination to City.
(c) If either Consultant or City fail to perform any material obligation under this
Agreement, then, in addition to any other remedies, either Consultant, or City may terminate this
Agreement immediately upon written notice.
(d) Upon termination of this Agreement by either Consultant or City, all property
belonging exclusively to City which is in Consultant's possession shall be returned to City.
Consultant shall furnish to City a final invoice for work performed and expenses incurred by
Consultant, prepared as set forth in Section 4 of this Agreement. This final invoice shall be
reviewed and paid in the same manner as set forth in Section 4 of this Agreement.
SECTION21. DEFAULT.
In the event that Consultant is in default under the tenns of this Agreement, the City shall
not have any obligation or duty to continue compensating Consultant for any work performed
after the date of default. Instead, the City may give notice to Consultant of the default and the
reasons for the default. The notice shall include the timeframe in which Consultant may cure the
default. This timeframe is presumptively thi1iy (30) days, but may be extended, though not
reduced, if circumstances warrant. Dming the period of time that Consultant is in default, the
City shall hold all invoices and shall, when the default is cmed, proceed with payment on the
invoices. In the alternative, the City may, in its sole discretion, elect to pay some or all of the
outstanding invoices during the period of default. If Consultant does not cure the default, the
City may take necessary steps to terminate this Agreement under Section 20. Any failure on the
part of the City to give notice of the Consultant's default shall not be deemed to result in a waiver
of the City's legal rights or any rights arising out of any provision of tllis Agreement.
- 8 -
SECTION22. EXCUSABLE DELAYS.
Consultant shall not be liable for damages. including liquidated damages, if any, caused
by delay in performance or failure to perform due to causes beyond the control of Consultant.
Such causes include, but are not limited to, acts of God, acts of the public enemy, acts of federal,
state or local governments, acts of City, court orders, fires, floods, epidemics, strikes, embargoes,
and unusually severe weather. The tetm and price of this Agreement shall be equitably adjusted
for any delays due to such causes.
SECTION23. COOPERATION BY CITY.
All public information, data, reports, records, and maps as are existing and available to
City as public records, and which are necessary for carrying out the work as outlined in the
Exhibit "A" "Scope of Services," shall be furnished to Consultant in every reasonable way to
facilitate, without undue delay, the work to be performed under this Agreement.
SECTION24. NOTICES.
All notices required or permitted to be given under this Agreement shall be in writing and
shall be personally delivered, or sent by telecopier or certified mail, postage prepaid and return
receipt requested, addressed as follows:
To City: City of Temple City
Attn: City Clerk
To Consultant:
970 l Las Tunas Dr.
Temple City, CA 91780
ECS Imaging, Inc.
Attn: Debbi Bodewin, Senior Vice President
5905 Brockton Avenue, Ste. C
Riverside, CA 92506
Notice shall be deemed effective on the date personally delivered or transmitted by
facsimile or, if mailed, three (3) days after deposit of the same in the custody of the United States
Postal Service.
SECTION 25. AUTHORITY TO EXECUTE.
The person or persons executing this Agreement on behalf of Consultant represents and
wanants that he/she/they has/have the authority to so execute this Agreement and to bind
Consultant to the performance of its obligations hereunder.
SECTION26. ADMINISTRATION AND IMPLEMENTATION.
This Agreement shall be administered and executed by the City Manager or his or her
designated representative, following approval of this Agreement by the City Council. The City
Manager shall have the authority to issue interpretations and to make minor amendments to this
-9-
Agreement on behalf of the City so long as such actions do not materially change the Agreement
or make a commitment of additional funds of the City. All other changes, modifications, and
amendments shall require the prior approval of the City Council.
SECTION27. BINDING EFFECT.
This Agreement shall be binding upon the heirs, executors, administrators, successors and
assigns of the parties.
SECTION28. MODIFICATION OF AGREEMENT.
No amendment to or modification of this Agreement shall be valid unless made in writing
and approved by the Consultant and by the City Council. The parties agree that this requirement
for written modifications cannot be waived and that any attempted waiver shall be void.
SECTION29. WAIVER.
Waiver by any party to this Agreement of any term, condition, or covenant of this
Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by
any party of any breach of the provisions of this Agreement shall not constitute a waiver of any
other provision nor a waiver of any subsequent breach or violation of any provision of this
Agreement. Acceptance by City of any work or services by Consultant shall not constitute a
waiver of any of the provisions of this Agreement.
SECTION30. LAW TO GOVERN; VENUE.
This Agreement shall be interpreted, construed and governed according to the laws of the
State of California. In the event of litigation between the parties, venue in state trial courts shall
lie exclusively in the County of Los Angeles, California. In the event of litigation in a U.S.
District Court, venue shall lie exclusively in the Central District of California, in Los Angeles.
SECTION31. ATTORNEYS FEES, COSTS AND EXPENSES.
In the event litigation or other proceeding is required to enforce or interpret any provision
of this Agreement, the prevailing party in such litigation or other proceeding shall be entitled to
an award of reasonable attorney's fees, costs and expenses, in addition to any other relief to
which it may be entitled.
SECTION32. ENTIRE AGREEMENT.
This Agreement, including the attached Exhibits "A" through "C", is the entire, complete,
final and exclusive expression of the parties with respect to the matters addressed therein and
supersedes all other Agreements or understandings, whether oral or written, or entered into
between Consultant and City prior to the execution of this Agreement. No statements,
representations or other Agreements, whether oral or written, made by any party which are not
embodied herein shall be valid and binding. No amendment to this Agreement shall be valid and
binding unless in writing duly executed by the parties or their authorized representatives.
-10-
SECTION33. SEVERABILITY.
If any te1m, condition or covenant of this Agreement is declared or determined by any
court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of
this Agreement shall not be affected thereby and the Agreement shall be read and construed
without the invalid, void or unenforceable provision(s).
IN WITNESS WHEREOF, the pmiies hereto have executed this Agreement on the date
and year first-above written.
ATTEST:
PeggyKuo
City Clerk
APPROVED AS TO FORM
By:
~~--~------------------Eric S. Vail
City Attorney
By:
------------------------~
Its: ________________________ _
CITY OF TEMPLE CITY
By:_--cc-=--c-------
Donald E. Pemnan
Interim City Manager
By:
Its: ________________________ _
NOTE: CONSULTANT'S SIGNATURES SHALL BE DULY NOTARIZED, AND
APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS MAY BE
REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR
OTHER RULES OR REGULATIONS APPLICABLE TO DEVELOPER'S
BUSINESS ENTITY.
-II -
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF
On before me, , personally appeared proved to me on
the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies ), and that by
his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
I certifY under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is
true and con-ect.
WITNESS my hand and official seal.
Signature: ______________ _
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could
prevent fraudulent reattachment of this form
CAPACITY CLAIMED BY SIGNER
0 INDIVIDUAL
0 CORPORATE OFFICER
TITLE(S)
PARTNER(S) 0
0
ATTORNEY-IN-FACT
TRUSTEE(S)
LIMITED
GENERAL
0
0
0
0
0
GUARDIAN/CONSERVATOR
OTHER~---------------------
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
RIV #4838-6958-3880 vl
DESCRIPTION OF ATTACHED DOCUMENT
TITLE OR TYPE OF DOCUMENT
NUMBER OF PAGES
DATE OF DOCUMENT
SIGNER(S) OTHER THAN NAMED ABOVE
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF
On ____ , __ before me, _______ ,, personally appeared _______ _
D personally known to me-OR-D proved to me on the basis of satisfactory evidence to be the person(s) whose
names(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in
his/her/their authorized capacity(ies ), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon
behalf of which the person(s) acted, executed the instrument
WITNESS my haud and official seaL
(SIGNATURE OF NOTARY)
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could
prevent fraudulent reattachment of this fonn
CAPACITY CLAIMED BY SIGNER
D INDIVIDUAL
0 CORPORATE OFFICER
D
D
D
D
D
TITLE(S)
PARTNER(S) D LIMITED
D GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER ___________ _
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTlTY(IES))
RIV #4838-6958-3880 vi
DESCRIPTION OF ATTACHED DOCUMENT
TITLE OR TYPE OF DOCUMENT
NUMBER OF PAGES
DATE OF DOCUMENT
S!GNER(S) OTHER THAN NAMED ABOVE
EXHIBIT "A"
SCOPE OF SERVICES
1. Training for nse of ECMS
2. Annual Software Maintenance and Support
EXHIBIT "B"
COMPENSATION
EXHIBIT "C"
INSURANCE
A. Insurance Requirements. Consultant shall provide and maintain insurance,
acceptable to the City Manager or City Counsel, in full force and effect throughout the term of
this Agreement, against claims for injuries to persons or damages to property which may arise
from or in connection with the perfom1ance of the work hereunder by Consultant, its agents,
representatives or employees. Insurance is to be placed with insurers with a current A.M. Best's
rating of no less than A:VII. Consultant shall provide the following scope and limits of
msurance:
1. Minimum Scope oflnsurance. Coverage shall be at least as broad as:
(1) Insurance Services Office form Commercial General Liability
coverage (Occurrence Form CG 0001).
(2) Insurance Services Office form number CA 000 l (Ed. l/87)
covering Automobile Liability, including code l "any auto" and endorsement CA 0025, or
equivalent forms subject to the written approval of the City.
(3) Workers' Compensation insurance as required by the Labor Code
of State of California and Employer's Liability insurance and covering all persons providing
services on behalf of the Consultant and all risks to such persons under this Agreement.
( 4) Professional liability insurance appropriate to the Consultant's
profession. This coverage may be written on a "claims made" basis, and must include coverage
for contractual liability. The professional liability insurance required by this Agreement must be
endorsed to be applicable to claims based upon, arising out of or related to services performed
under this Agreement. The insurance must be maintained for at least 3 consecutive years
following the completion of Consultant's services or the termination of this Agreement. During
this additional 3-year period, Consultant shall armually and upon request of the City submit
W1"itten evidence of this continuous coverage.
2. Minimum Limits of Insurance. Consultant shall maintain limits of
insurance no less than:
(1) General Liability: $1,000,000 general aggregate for bodily injury,
personal injury and property damage.
(2) Automobile Liability: $1,000,000 per accident for bodily injury
and property dan1age. A combined single limit policy with aggregate limits in an amount of not
less than $2,000,000 shall be considered equivalent to the said required minimum limits set forth
above.
(3) Workers' Compensation and Employer's Liability: Workers'
Compensation as required by the Labor Code of the State of California and Employers Liability
limits of not less than $1,000,000 per accident.
(4) Professional Liability: $1,000,000 per occurrence.
B. Other Provisions. Insurance policies required by this Agreement shall contain the
following provisions:
l. All Policies. Each insurance policy required by this Agreement shall be
endorsed and state the coverage shall not be suspended, voided, cancelled by the insurer or either
party to this Agreement, reduced in coverage or in limits except after 30 days' prior written notice
by Certified mail, return receipt requested, has been given to City.
2. General Liability and Automobile Liability Coverages.
(I) City, and its respective elected and appointed officers, officials,
and employees and volunteers are to be covered as additional insureds as respects: liability
arising out of activities Consultant performs; products and completed operations of Consultant;
premises owned, occupied or used by Consultant ; or automobiles owned, leased, hired or
bon-owed by Consultant. The coverage shall contain no special limitations on the scope of
protection afforded to City, and their respective elected and appointed officers, officials, or
employees.
(2) Consultant's insurance coverage shall be primary insurance with
respect to City, and its respective elected and appointed, its officers, officials, employees and
volunteers. Any insurance or self insurance maintained by City, and its respective elected and
appointed officers, officials, employees or volunteers, shall apply in excess of, and not contribute
with, Consultant's insurance.
(3) Consultant's insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect to the limits of the insurer's
liability.
( 4) Any failure to comply with the reporting or other provisions of the
policies including breaches of wan-anties shall not affect coverage provided to City, and its
respective elected and appointed officers, officials, employees or volunteers.
3. Workers' Compensation and Employer's Liability Coverage. Unless the
City Manager otherwise agrees in writing, the insurer shall agree to waive all rights of
subrogation against City, and its respective elected and appointed officers, officials, employees
and agents for losses arising from work performed by Consultant.
C. Other Requirements. Consultant agrees to deposit with City, at or before the
effective date of this contract, certificates of insurance necessary to satisfy City that the insurance
provisions of this contract have been complied with. The City Attomey may require that
Consultant fumish City with copies of original endorsements effecting coverage required by this
Section. The certificates and endorsements are to be signed by a person authorized by that
insurer to bind coverage on its behalf. City reserves the right to inspect complete, certified
copies of all required insurance policies, at any time.
1. Consultant shall furnish ce1iificates and endorsements from each
subcontractor identical to those Consultant provides.
2. Any deductibles or self-insured retentions must be declared to and
approved by City. At the option of City, either the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects City or its respective elected or appointed
officers, officials, employees and volunteers or the Consultant shall procure a bond guaranteeing
payment of losses and related investigations, claim administration, defense expenses and claims.
3. The procuring of such required policy or policies of insurance shall not be
construed to limit Consultant's liability hereunder nor to fulfill the indemnification provisions
and requirements of this Agreement.
EXHIBIT "C"
INSURANCE
A. Insurance Requirements. Consultant shall provide and maintain insurance,
acceptable to the City Manager or City Counsel, in full force and effect throughout the term of
this Agreement, against claims for injuries to persons or damages to property which may arise
from or in connection with the performance of the work hereunder by Consultant, its agents,
representatives or employees. Insurance is to be placed with insurers with a current A.M. Best's
rating of no less than A:VII. Consultant shall provide the following scope and limits of
msurance:
I. Minimum Scope oflnsurance. Coverage shall be at least as broad as:
(I) Insurance Services Office form Commercial General Liability
coverage (Occurrence Form CG 0001).
(2) Insurance Services Office form number CA 0001 (Ed. 1/87)
covering Automobile Liability, including code 1 "any auto" and endorsement CA 0025, or
equivalent forms subject to the written approval of the City.
(3) Workers' Compensation insurance as required by the Labor Code
of State of California and Employer's Liability insurance and covering all persons providing
services on behalf of the Consultant and all risks to such persons under this Agreement.
(4) Professional liability insurance appropriate to the Consultant's
profession. This coverage may be written on a "claims made" basis, and must include coverage
for contractual liability. The professional liability insurance required by this Agreement must be
endorsed to be applicable to claims based upon, arising out of or related to services performed
under this Agreement. The insurance must be maintained for at least 3 consecutive years
following the completion of Consultant's services or the termination of this Agreement. During
this additional 3-year period, Consultant shall annually and upon request of the City submit
written evidence of this continuous coverage.
2. Minimum Limits of Insurance. Consultant shall maintain limits of
insurance no less than:
(1) General Liability: $1,000,000 general aggregate for bodily injury,
personal injury and property damage.
(2) Automobile Liability: $1,000,000 per accident for bodily injury
and property damage. A combined single limit policy with aggregate limits in an amount of not
less than $2,000,000 shall be considered equivalent to the said required minimum limits set forth
above.
(3) Workers' Compensation and Employer's Liability: Workers'
Compensation as required by the Labor Code of the State of California and Employers Liability
limits of not less than $1,000,000 per accident.
(4) Professional Liability: $1,000,000 per occurrence.
B. Other Provisions. Insurance policies required by this Agreement shall contain the
following provisions:
1. All Policies. Each insurance policy required by this Agreement shall be
endorsed and state the coverage shall not be suspended, voided, cancelled by the insurer or either
party to this Agreement, reduced in coverage or in limits except after 30 days' prior written notice
by Certified mail, return receipt requested, has been given to City.
2. General Liability and Automobile Liability Coverages.
(1) City, and its respective elected and appointed officers, officials,
and employees and volunteers are to be covered as additional insureds as respects: liability
arising out of activities Consultant performs; products and completed operations of Consultant;
premises owned, occupied or used by Consultant ; or automobiles owned, leased, hired or
borrowed by Consultant. The coverage shall contain no special limitations on the scope of
protection afforded to City, and their respective elected and appointed officers, officials, or
employees.
(2) Consultant's insurance coverage shall be primary insurance with
respect to City, and its respective elected and appointed, its officers, officials, employees and
volunteers. Any insurance or self insurance maintained by City, and its respective elected and
appointed officers, officials, employees or volunteers, shall apply in excess of, and not contribute
with, Consultant's insurance.
(3) Consultant's insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect to the limits of the insurer's
liability.
( 4) Any failure to comply with the reporting or other provisions of the
policies including breaches of warranties shall not affect coverage provided to City, and its
respective elected and appointed officers, officials, employees or volunteers.
3. Workers' Compensation and Employer's Liability Coverage. Unless the
City Manager otherwise agrees in writing, the insurer shall agree to waive all rights of
subrogation against City, and its respective elected and appointed oftlcers, officials, employees
and agents for losses arising from work performed by Consultant.
C. Other Requirements. Consultant agrees to deposit with City, at or before the
effective date of this contract, certificates of insurance necessary to satisfy City that the insurance
provisions of this contract have been complied with. The City Attorney may require that
Consultant furnish City with copies of original endorsements effecting coverage required by this
Section. The certificates and endorsements are to be signed by a person authorized by that
insurer to bind coverage on its behalf. City reserves the right to inspect complete, certified
copies of all required insurance policies, at any time.
I. Consultant shall furnish certificates and endorsements from each
subcontractor identical to those Consultant provides.
2. Any deductibles or self-insured retentions must be declared to and
approved by City. At the option of City, either the insurer shall reduce or eliminate such
deductibles or self~insured retentions as respects City or its respective elected or appointed
officers, officials, employees and volunteers or the Consultant shall procure a bond guaranteeing
payment oflosses and related investigations, claim administration, defense expenses and claims.
3. The procuring of such required policy or policies of insurance shall not be
construed to limit Consultant's liability hereunder nor to fulfill the indemnification provisions
and requirements ofthis Agreement.
ATTACHMENT D
CONSULTANT SERVICES AGREEMENT
By and Between
THE CITY OF TEMPLE CITY,
a municipal corporation
and
ECS Imaging, Inc.
Aprill, 2014
AGREEMENT FOR CONSULTANT SERVICES
BETWEEN
THE CITY OF TEMPLE CITY, CALIFORNIA
AND
ECS Imaging, Inc.
This Agreement for Consultant Services ("Agreement") is entered into as of this 1st day
of April, 2014 by and between the City of TEMPLE CITY, a municipal corporation ("City") and
ECS Imaging, Inc., a corporation ("Consultant"). City and Consultant are sometimes hereinafter
individually referred to as "Party" and hereinafter collectively referred to as the "Parties."
RECITALS
A. City has sought, by issuance of a Request for Proposals or Invitation for Bids, the
performance of the services defined and described particularly in Section 2 of this Agreement.
B. Consultant, following submission of a proposal or bid for the performance of the
services defined and described particularly in Section 2 of this Agreement, was selected by the
City to perform those services.
C. Pursuant to the City of Temple City's Municipal Code, City has authority to enter
into this Consultant Services Agreement and the City Manager has authority to execute this
Agreement.
D. The Parties desire to formalize the selection of Consultant for performance of
those services defined and described particularly in Section 2 of this Agreement and desire that
the terms of that performance be as particularly defined and described herein.
OPERATIVE PROVISIONS
NOW, THEREFORE, in consideration of the mutual promises and covenants made by
the Parties and contained here and other consideration, the value and adequacy of which are
hereby acknowledged, the parties agree as follows:
SECTION 1. TERM OF AGREEMENT.
Subject to the provisions of Section 20 "Termination of Agreement" of this Agreement,
the scope of services set forth in Exhibit "A" "Scope of Services" shall be completed pursuant to
the schedule specified in Exhibit "A." Should the scope of services not be completed pursuant to
that schedule, the Consultant shall be deemed to be in Default of this Agreement pursuant to
Section 21 of this Agreement. The City, in its sole discretion, may choose not to enforce the
Default provisions of this Agreement and may instead allow Consultant to continue performing
the scope of services until such services are complete.
- 1 -
SECTION2. SCOPE OF SERVICES.
Consultant agrees to perform the services set forth in Exhibit "A" "Scope of Services"
and made a part of this Agreement.
SECTION 3. ADDITIONAL SERVICES.
Consultant shall not be compensated for any services rendered in connection with its
performance of this Agreement which are in addition to or outside of those set forth in this
Agreement or listed in Exhibit "A" "Scope of Services," unless such additional services are
authorized in advance and in writing by the City Council or City Manager of City. Consultant
shall be compensated for any such additional services in the amounts and in the manner agreed to
by the City Council or City Manager.
SECTION 4. COMPENSATION AND METHOD OF PAYMENT.
(a) Subject to any limitations set forth in this Agreement, City agrees to pay
Consultant the amounts specified in Exhibit "B" "Compensation" and made a part of this
Agreement. The total compensation, including reimbursement for actual expenses, shall not
exceed Twenty Six Thousand and Five Hundred Sixty ($26,560), unless additional compensation
is approved in writing by the City Council or City Manager.
(b) Consultant shall furnish to City an original invoice for all work performed and
expenses incurred during the preceding month. The invoice shall detail charges by the following
categories: labor (by sub-category), travel, materials, equipment, supplies, and sub-consultant
contracts. Sub-consultant charges shall be detailed by the following categories: labor, travel,
materials, equipment and supplies. City shall independently review each invoice submitted by
the Consultant to determine whether the work performed and expenses incurred are in
compliance with the provisions of this Agreement. In the event that no charges or expenses arc
disputed, the invoice shall be approved and paid according to the terms set forth in subsection
(c). In the event any charges or expenses are disputed by City, the original invoice shall be
returned by City to Consultant for correction and resubmission.
(c) Except as to any charges for work performed or expenses incurred by Consultant
which are disputed by City, City will use its best efforts to cause Consultant to be paid within
forty-five (45) days of receipt of Consultant's correct and undisputed invoice.
(d) Payment to Consultant for work performed pursuant to this Agreement shall not
be deemed to waive any defects in work performed by Consultant.
SECTIONS. INSPECTION AND FINAL ACCEPTANCE.
City may inspect and accept or reject any of Consultant's work under this Agreement,
either during performance or when completed. City shall reject or finally accept Consultant's
work within sixty (60) days after submitted to City. City shall reject work by a timely written
explanation, otherwise Consultant's work shall be deemed to have been accepted. City's
acceptance shall be conclusive as to such work except with respect to latent defects, fraud and
such gross mistakes as amount to fraud. Acceptance of any of Consultant's work by City shall
-2-
not constitute a waiver of any of the provisions of this Agreement including, but not limited to,
sections 16 and 17, pertaining to indenmification and insurance, respectively.
SECTION 6. OWNERSHIP OF DOCUMENTS.
All original maps, models, designs, drawings, photographs, studies, surveys, reports, data,
notes, computer files, files and other documents prepared, developed or discovered by Consultant
in the course of providing any services pursuant to this Agreement shall become the sole property
of City and may be used, reused or otherwise disposed of by City without the permission of the
Consultant. Upon completion, expiration or termination of this Agreement, Consultant shall turn
over to City all such original maps, models, designs, drawings, photographs, studies, surveys,
reports, data, notes, computer files, files and other documents.
If and to the extent that City utilizes for any purpose not related to this Agreement any
maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer
files, files or other documents prepared, developed or discovered by Consultant in the course of
providing any services pursuant to this Agreement, Consultant's guarantees and warrants related
to Standard of Performance and found in Section 9 of this Agreement shall not extend to such
use of the maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes,
computer files, files or other documents.
SECTION7. CONSULTANT'S BOOKS AND RECORDS.
(a) Consultant shall maintain any and all documents and records demonstrating or
relating to Consultant's performance of services pursuant to this Agreement. Consultant shall
maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, or other
documents or records evidencing or relating to work, services, expenditures and disbursements
charged to City pursuant to this Agreement. Any and all such documents or records shall be
maintained in accordance with generally accepted accounting principles and shall be sufficiently
complete and detailed so as to permit an accurate evaluation of the services provided by
Consultant pursuant to this Agreement. Any and all such documents or records shall be
maintained for three years from the date of execution of this Agreement and to the extent
required by laws relating to audits of public agencies and their expenditures.
(b) Any and all records or documents required to be maintained pursuant to this
section shall be made available for inspection, audit and copying, at any time during regular
business hours, upon request by City or its designated representative. Copies of such documents
or records shall be provided directly to the City for inspection, audit and copying when it is
practical to do so; otherwise, unless an alternative is mutually agreed upon, such documents and
records shall be made available at Consultant's address indicated for receipt of notices in this
Agreement.
(c) Where City has reason to believe that any of the documents or records required to
be maintained pursuant to this section may be lost or discarded due to dissolution or termination
of Consultant's business, City may, by written request, require that custody of such documents or
records be given to the City and that such documents and records be maintained by the requesting
party. Access to such documents and records shall be granted to City, as well as to its
successors-in-interest and authorized representatives.
- 3 -
SECTIONS. STATUS OF CONSULTANT.
(a) Consultant is and shall at all times remain a wholly independent contractor and
not an officer, employee or agent of City. Consultant shall have no authority to bind City in any
manner, nor to incur any obligation, debt or liability of any kind on behalf of or against City,
whether by contract or otherwise, unless such authority is expressly conferred under this
AGREEMENT or is otherwise expressly conferred in writing by City.
(b) The personnel performing the services under this Agreement on behalf of
Consultant shall at all times be under Consultant's exclusive direction and control. Neither City,
nor any elected or appointed boards, officers, officials, employees or agents of City, shall have
control over the conduct of Consultant or any of Consultant's officers, employees, or agents
except as set forth in this Agreement. Consultant shall not at any time or in any manner represent
that Consultant or any of Consultant's officers, employees, or agents are in any manner officials,
officers, employees or agents of City.
(c) Neither Consultant, nor any of Consultant's officers, employees or agents, shall
obtain any rights to retirement, health care or any other benefits which may otherwise accrue to
City's employees. Consultant expressly waives any claim Consultant may have to any such
rights.
SECTION9. STANDARD OF PERFORMANCE.
Consultant represents and warrants that it has the qualifications, experience and facilities
necessary to properly perform the services required under this Agreement in a thorough,
competent and professional manner. Consultant shall at all times faithfully, competently and to
the best of its ability, experience and talent, perform all services described herein. In meeting its
obligations under this Agreement, Consultant shall employ, at a minimum, generally accepted
standards and practices utilized by persons engaged in providing services similar to those
required of Consultant under this Agreement.
If and to the extent that City utilizes for any purpose not related to this Agreement any
maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer
files, files or other documents prepared, developed or discovered by Consultant in the course of
providing any services pursuant to this Agreement, Consultant's guarantees and warranties
related to Standard of Performance shall not extend to such use of the maps, models, designs,
drawings, photographs, studies, surveys, reports, data, notes, computer files, files or other
documents.
SECTION 10. COMI>LIANCE WITH APPLICABLE LAWS; PERMITS AND
LICENSES.
Consultant shall keep itself informed of and comply with all applicable federal, state and
local laws, statutes, codes, ordinances, regulations and rules in effect during the term of this
Agreement. Consultant shall obtain any and all licenses, permits and authorizations necessary to
perform the services set forth in this Agreement. Neither City, nor any elected or appointed
boards, officers, officials, employees or agents of City, shall be liable, at law or in equity, as a
result of any failure of Consultant to comply with this section.
- 4 -
SECTION 11. PREY AILING WAGE LAWS
It is the understanding of City and Consultant that California prevailing wage laws do not
apply to this Agreement because the Agreement does not involve any of the following services
subject to prevailing wage rates pursuant to the California Labor Code or regulations
promulgated thereunder: Construction, alteration, demolition, installation, or repair work
performed on public buildings, facilities, streets or sewers done under contract and paid for in
whole or in part out of public funds. In this context, "construction" includes work performed
during the design and preconstruction phases of construction including, but not limited to,
inspection and land surveying work.
SECTION 12. NONDISCRIMINATION.
Consultant shall not discriminate, in any way, against any person on the basis of race,
color, religious creed, national origin, ancestry, sex, age, physical handicap, medical condition or
marital status in connection with or related to the performance of this Agreement.
SECTION 13. UNAUTHORIZED ALIENS.
Consultant hereby promises and agrees to comply with all of the provisions of the Federal
Immigration and Nationality Act, 8 U.S.C.A. §§ 1101, et seq., as amended, and in connection
therewith, shall not employ unauthorized aliens as defined therein. Should Consultant so employ
such unauthorized aliens for the performance of work and/or services covered by this Agreement,
and should the any liability or sanctions be imposed against City for such use of unauthorized
aliens, Consultant hereby agrees to and shall reimburse City for the cost of all such liabilities or
sanctions imposed, together with any and all costs, including attorneys' fees, incurred by City.
SECTION 14. CONFLICTS OF INTEREST.
(a) Consultant covenants that neither it, nor any officer or principal of its firm, has or
shall acquire any interest, directly or indirectly, which would conflict in any manner with the
interests of City or which would in any way hinder Consultant's performance of services under
this Agreement. Consultant further covenants that in the performance of this Agreement, no
person having any such interest shall be employed by it as an officer, employee, agent or
subcontractor without the express written consent of the City Manager. Consultant agrees to at all
times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of
City in the performance of this Agreement.
(b) City understands and acknowledges that Consultant is, as of the date of execution
of this Agreement, independently involved in the performance of non-related services for other
governmental agencies and private parties. Consultant is unaware of any stated position of City
relative to such projects. Any future position of City on such projects shall not be considered a
conflict of interest for purposes of this section.
(c) City understands and acknowledges that Consultant will, perform non-related
services for other governmental agencies and private parties following the completion of the
scope of work under this Agreement. Any such future service shall not be considered a conl1ict
of interest for purposes of this section.
- 5 -
SECTION 15. CONFIDENTIAL INFORMATION; RELEASE OF INFORMATION.
(a) All information gained or work product produced by Consultant in performance of
this Agreement shall be considered confidential, unless such information is in the public domain
or already known to Consultant. Consultant shall not release or disclose any such information or
work product to persons or entities other than City without prior written authorization from the
City Manager, except as may be required by law.
(b) Consultant, its officers, employees, agents or subcontractors, shall not, without
prior written authorization from the City Manager or unless requested by the City Attorney of
City, voluntarily provide declarations, letters of support, testimony at depositions, response to
interrogatories or other information concerning the work performed under this Agreement.
Response to a subpoena or court order shall not be considered "voluntary" provided Consultant
gives City notice of such court order or subpoena.
(c) If Consultant, or any officer, employee, agent or subcontractor of Consultant,
provides any information or work product in violation of this Agreement, then City shall have the
right to reimbursement and indemnity from Consultant for any damages, costs and fees,
including attorneys fees, caused by or incurred as a result of Consultant's conduct.
(d) Consultant shall promptly notify City should Consultant , its officers, employees,
agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition,
request for documents, interrogatories, request for admissions or other discovery request, court
order or subpoena from any party regarding this Agreement and the work performed thereunder.
City retains the right, but has no obligation, to represent Consultant or be present at any
deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to
provide City with the opportunity to review any response to discovery requests provided by
Consultant. However, this right to review any such response does not imply or mean the right by
City to control, direct, or rewrite said response.
SECTION 16. INDEMNIFICATION.
(a) Indemnification for Professional Liability. Where the law establishes a
professional standard of care for Consultant's Services, to the fullest extent permitted by law,
Consultant shall indemnify, protect, defend and hold harmless City and any and all of its
officials, employees and agents ("Indemnified Parties") from and against any and all losses,
liabilities, damages, costs and expenses, including attorney's fees and costs to the extent same are
caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its
officers, agents, employees or sub-consultants (or any entity or individual that Consultant shall
bear the legal liability thereof) in the performance of professional services under this Agreement.
(b) Indemnification for Other than Professional Liability. Other than in the
performance of professional services and to the full extent permitted by law, Consultant shall
indemnify, protect, defend and hold harmless City, and any and all of its employees, officials and
agents from and against any liability (including liability for claims, suits, actions, arbitration
proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any
kind, whether actual, alleged or threatened, including attorneys fees and costs, court costs,
interest, defense costs, and expert witness fees), where the same arise out of, are a consequence
-6-
of, or are in any way attributable to, in whole or in part, the performance of this Agreement by
Consultant or by any individual or entity for which Consultant is legally liable, including but not
limited to officers, agents, employees or sub-contractors of Consultant.
(c) General Indemnification Provisions. Consultant agrees to obtain executed
indemnity Agreements with provisions identical to those set forth here in this section from each
and every sub-contractor or any other person or entity involved by, for, with or on behalf of
Consultant in the performance of this Agreement. In the event Consultant fails to obtain such
indemnity obligations from others as required here, Consultant agrees to be fully responsible
according to the terms of this section. Failure of City to monitor compliance with these
requirements imposes no additional obligations on City and will in no way act as a waiver of any
rights hereunder. This obligation to indemnify and defend City as set forth here is binding on the
successors, assigns or heirs of Consultant and shall survive the termination of this Agreement or
this section.
(d) Limitation oflndemnification. Notwithstanding any provision of this Section 16
[Indemnification] to the contrary, design professionals are required to defend and indemnify the
City only to the extent permitted by Civil Code Section 2782.8, which limits the liability of a
design professional to claims, suits, actions, arbitration proceedings, administrative proceedings,
regulatory proceedings, losses, expenses or costs that arise out of, pertain to, or relate to the
negligence, recklessness, or willful misconduct of the design professional. The term "design
professional," as defined in Section 2782.8, is limited to licensed architects, licensed landscape
architects, registered professional engineers, professional land surveyors, and the business
entities that offer such services in accordance with the applicable provisions of the California
Business and Professions Code.
(e) The provisions of this section do not apply to claims occurring as a result of City's
sole negligence. The provisions of this section shall not release City from liability arising from
gross negligence or willful acts or omissions of City or any and all of its officials, employees and
agents.
SECTION 17. INSURANCE.
Consultant agrees to obtain and maintain in full force and effect during the term of this
Agreement the insurance policies set forth in Exhibit "C" "Insurance" and made a part of this
Agreement. All insurance policies shall be subject to approval by City as to form and content.
These requirements are subject to amendment or waiver if so approved in writing by the City
Manager. Consultant agrees to provide City with copies of required policies upon request.
SECTION 18. ASSIGNMENT.
The expertise and experience of Consultant are material considerations for this
Agreement. City has an interest in the qualifications of and capability of the persons and entities
who will fulfill the duties and obligations imposed upon Consultant under this Agreement. In
recognition of that interest, Consultant shall not assign or transfer this Agreement or any portion
of this Agreement or the performance of any of Consultant's duties or obligations under this
Agreement without the prior written consent of the City Council. Any attempted assignment
shall be ineffective, null and void, and shall constitute a material breach of this Agreement
-7 -
entitling City to any and all remedies at law or in equity, including summary termination of this
Agreement. City acknowledges, however, that Consultant, in the performance of its duties
pursuant to this Agreement, may utilize subcontractors.
SECTION 19. CONTINUITY OF PERSONNEL.
Consultant shall make every reasonable effort to maintain the stability and continuity of
Consultant's staff and subcontractors, if any, assigned to perform the services required under this
Agreement. Consultant shall notify City of any changes in Consultant's staff and subcontractors,
if any, assigned to perform the services required under this Agreement, prior to and during any
such performance.
SECTION 20. TERMINATION OF AGREEMENT.
(a) City may terminate this Agreement, with or without cause, at any time by giving
thirty (30) days written notice of termination to Consultant. In the event such notice is given,
Consultant shall cease immediately all work in progress.
(b) Consultant may terminate this Agreement for cause at any time upon thirty (30)
days written notice of termination to City.
(c) If either Consultant or City fail to perform any material obligation under this
Agreement, then, in addition to any other remedies, either Consultant, or City may terminate this
Agreement immediately upon written notice.
(d) Upon termination of this Agreement by either Consultant or City, all property
belonging exclusively to City which is in Consultant's possession shall be returned to City.
Consultant shall furnish to City a tina! invoice for work performed and expenses incurred by
Consultant, prepared as set forth in Section 4 of this Agreement. This final invoice shall be
reviewed and paid in the same manner as set forth in Section 4 of this Agreement.
SECTION21. DEFAULT.
In the event that Consultant is in default under the terms of this Agreement, the City shall
not have any obligation or duty to continue compensating Consultant for any work performed
after the date of default. Instead, the City may give notice to Consultant of the default and the
reasons for the default. The notice shall include the timeframe in which Consultant may cure the
default. This timeframe is presumptively thirty (30) days, but may be extended, though not
reduced, if circumstances warrant. During the period of time that Consultant is in default, the
City shall hold all invoices and shall, when the default is cured, proceed with payment on the
invoices. In the alternative, the City may, in its sole discretion, elect to pay some or all of the
outstanding invoices during the period of default. If Consultant does not cure the default, the
City may take necessary steps to terminate this Agreement under Section 20. Any failure on the
part of the City to give notice of the Consultant's default shall not be deemed to result in a waiver
of the City's legal rights or any rights arising out of any provision of this Agreement.
-8 -
SECTION22. EXCUSABLE DELAYS.
Consultant shall not be liable for damages, including liquidated damages, if any, caused
by delay in performance or failure to perform due to causes beyond the control of Consultant.
Such causes include, but are not limited to, acts of God, acts of the public enemy, acts of federal,
state or local governments, acts of City, court orders, fires, floods, epidemics, strikes, embargoes,
and unusually severe weather. The term and price of this Agreement shall be equitably adjusted
for any delays due to such causes.
SECTION23. COOPERATION BY CITY.
All public information, data, reports, records, and maps as are existing and available to
City as public records, and which are necessary for carrying out the work as outlined in the
Exhibit "A" "Scope of Services," shall be furnished to Consultant in every reasonable way to
facilitate, without undue delay, the work to be performed under this Agreement.
SECTION24. NOTICES.
All notices required or permitted to be given under this Agreement shall be in writing and
shall be personally delivered, or sent by telecopier or certified mail, postage prepaid and return
receipt requested, addressed as follows:
To City: City of Temple City
Attn: City Clerk
To Consultant:
970 I Las Tunas Dr.
Temple City, CA 91780
ECS Imaging, Inc.
Attn: Debbi Bodewin, Senior Vice President
5905 Brockton Avenue, Ste. C
Riverside, CA 92506
Notice shall be deemed effective on the date personally delivered or transmitted by
facsimile or, if mailed, three (3) days after deposit of the same in the custody of the United States
Postal Service.
SECTION25. AUTHORITY TO EXECUTE.
The person or persons executing this Agreement on behalf of Consultant represents and
warrants that he/she/they has/have the authority to so execute this Agreement and to bind
Consultant to the performance of its obligations hereunder.
SECTION26. ADMINISTRATION AND IMPLEMENTATION.
This Agreement shall be administered and executed by the City Manager or his or her
designated representative, following approval of this Agreement by the City Council. The City
Manager shall have the authority to issue interpretations and to make minor amendments to this
-9-
Agreement on behalf of the City so long as such actions do not materially change the Agreement
or make a commitment of additional funds of the City. All other changes, modifications, and
amendments shall require the prior approval of the City Council.
SECTION27. BINDING EFFECT.
This Agreement shall be binding upon the heirs, executors, administrators, successors and
assigns of the parties.
SECTION28. MODIFICATION OF AGREEMENT.
No amendment to or modification of this Agreement shall be valid unless made in writing
and approved by the Consultant and by the City Council. The parties agree that this requirement
for written moditications cannot be waived and that any attempted waiver shall be void.
SECTION29. WAIVER.
Waiver by any party to this Agreement of any term, condition, or covenant of this
Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by
any party of any breach of the provisions of this Agreement shall not constitute a waiver of any
other provision nor a waiver of any subsequent breach or violation of any provision of this
Agreement. Acceptance by City of any work or services by Consultant shall not constitute a
waiver of any of the provisions of this Agreement.
SECTION30. LAW TO GOVERN; VENUE.
This Agreement shall be interpreted, construed and governed according to the laws of the
State of California. In the event of litigation between the parties, venue in state trial courts shall
lie exclusively in the County of Los Angeles, California. In the event of litigation in a U.S.
District Court, venue shall lie exclusively in the Central District of California, in Los Angeles.
SECTION31. ATTORNEYS FEES, COSTS AND EXPENSES.
In the event litigation or other proceeding is required to enforce or interpret any provision
of this Agreement, the prevailing party in such litigation or other proceeding shall be entitled to
an award of reasonable attorney's fees, costs and expenses, in addition to any other relief to
which it may be entitled.
SECTION 32. ENTIRE AGREEMENT.
This Agreement, including the attached Exhibits "A" through "C", is the entire, complete,
final and exclusive expression of the parties with respect to the matters addressed therein and
supersedes all other Agreements or understandings, whether oral or written, or entered into
between Consultant and City prior to the execution of this Agreement. No statements,
representations or other Agreements, whether oral or written, made by any party which are not
embodied herein shall be valid and binding. No amendment to this Agreement shall be valid and
binding unless in writing duly executed by the parties or their authorized representatives.
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SECTION33. SEVERABILITY.
If any term, condition or covenant of this Agreement is declared or determined by any
court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of
this Agreement shall not be affected thereby and the Agreement shall be read and construed
without the invalid, void or unenforceable provision(s).
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date
and year first-above written.
ATTEST:
PeggyKuo
City Clerk
APPROVED AS TO FORM
By:
--~~~---------Eric S. Vail
City Attorney
By: --------------
Its: --------------
CITY OF TEMPLE CITY
By: __________ _
Donald E. Penman
Interim City Manager
By:
Its: ________________________ _
NOTE: CONSULTANT'S SIGNATURES SHALL BE DULY NOTARIZED, AND
APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS MAY BE
REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR
OTHER RULES OR REGULATIONS APPLICABLE TO DEVELOPER'S
BUSINESS ENTITY.
-11 -
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF
On before me, , personally appeared , proved to me on
the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by
his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
I certifY under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is
true and correct.
WITNESS my hand and official seal.
Signature:~~~~~~~~~~~~~~-
Ol'TlONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could
prevent fraudulent reattachment ofthis form
CAPACITY CLAIMED BY SIGNER
0 INDIVIDUAL
0 CORPORATE OFFICER
D
D
D
D
D
TITLE(S)
PARTNER(S) D LIMITED
D GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER ______________________ __
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
RIV #4838-6958-3880 vi
DESCRIPTION OF ATTACHED DOCUMENT
TITLE OR TYPE OF DOCUMENT
NUMBER OF PAGES
DATE OF DOCUMENT
---·-··----·--------·~---·----
SIGNER(S) OTHER THAN NAMED ABOVE
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF
On --before me, , personally appeared ,
0 personally known to me-OR-0 proved to me on the basis of satisfactory evidence to be the person(s) whose
names(s) is/are subscribed to the within instrument and
aclmowledged to me that he/she/they executed the same in
his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon
behalf of which the person(s) acted, executed the instrument.
WITNESS my hand and official seal.
----
(SIGNATURE OF NOTARY)
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could
prevent fraudulent reattachment of this form
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
D INDIVIDUAL
D CORPORATE OFFICER
TITLE OR TYPE OF DOCUMENT
TITLE(S)
D PARTNER(S) D LIMITED
D GENERAL NUMBER OF PAGES
D ATTORNEY-IN-FACT
D TRUSTEE(S)
D GUARDIAN/CONSERVATOR
D OTHER -----
_" __ ..... ~·-····
DATE OF DOCUMENT
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES)) SIGNER(S) OTHER THAN NAMED ABOVE
RIV #4838~6958-3880 v l
EXHIBIT "A"
SCOPE OF SERVICES
1. Document Scanning
Scanning Services
ECS currently has two scanning bureaus -One in Concord, serving Northern California, and another at
its headquarters in Riverside, CA. Both of these operations can perform paper scanning as well as
scanning.of various Microforms. The benefit that this has for our clients is that we can scan any back-file
documents and have them loaded on to the City's Laserfiche server, making them immediately
accessible without the need for additional conversion or indexing. Pricing and throughput time for
scanning services will depend on number of documents, indexing criteria, condition of originals, image
enhancement and quality control requirements.
1. PICK UP AND DELIVERY
ECS will pick up documents with our full time employees only, maintaining a protected chain of custody
at all times. Documents will be picked up on a scheduled basis. Each set of boxes will be given a unique
"job number" that will assist ECS with project tracking, turnaround times, production process
management, quality control and inventory of records throughout the entire project.
Documents are transported in standard size banker's boxes. Each box will be counted and inventoried at
the time of pick up. The driver will have a pick up order clearly identifying the "job number", date of
pick up, type of records, and number of boxes (i.e. 35 boxes # 1-35). City staff will sign and verify the
number of boxes being picked up and a copy will be left.
Upon Completion of that job (batch) ECS will contact the City representative and schedule the return
delivery. A Delivery sheet for that "Job number" will accompany the return delivery of the boxes and the
completed images. City representative will sign and verify the return of the documents and the
completed images.
2. TURNAROUND TIME FOR DOCUMENT RETURN AND DIGITAL FILE DELIVERY
Logically, every client's needs are different. Therefore every ECS scanning project is uniquely customized
to meet specific client requirements. Our experienced staff will assist the City and provide guidance
throughout the development of the scanning criteria. In the end, client involvement and input in
conjunction with the expertise of the ECS scanning staff will yield a successful scanning project.
Turnaround times will be determined based on the number of boxes picked up and the quantity and
condition of the documents to be scanned. ECS will accommodate the pickup and delivery scheduled as
determined by the City.
Below is the general processes performed on each batch of scanning. Modifications to our processes are
made as needed to further ensure the overall quality of each scanning project. Client contact and
interaction will affect the outcome.
3. DOCUMENT TRACKING
Document tracking begins with the customer. The better the files are prepared for pick-up, the better
we can track and verify throughout the process. A comprehensive inventory of the files to be picked up
should be provided whenever possible. Inventory verification information should be referenced on the
outer face of all boxes to allow for verification at time of pick-up. Based on the provided information we
will document which files (typically referenced in ranges) have been provided. The provided inventory of
files will be used for Quality Assurance purposes throughout the scanning process. The final verification
of files will be conducted prior to delivery after all other processes are completed.
Page.24
~. I
I I
4. DIGITAL CONTENT TRACKING
The digital content is created via laserfiche scanning software and is housed directly onto a server
designated to our scanning customers. Each separate scanning project will be processed in a separate
repository specifically created to suit the unique needs of the project. Each box will be processed as a
separate unit {see processing steps below). All processing will be conducted at "box level" until the final
formatting is conducted by the scan supervisor. Each box will be tagged upon arrival. The tag will
provide a single location to track the processes listed below
• Each box will be prepped and the tag will be signed off by that operator
• Each box will be scanned and the tag will be sighed off by that operator
• laserfiche will retain the "created by" information to track who scanned the box
• Each box will be indexed and the tag will be signed off by that operator
• Laserfiche will retain the "last modified by'' information to track who indexed the box
The indexed data for each box will be verified by a second operator and the tag will be signed off by that
operator. If any corrections are made to a document, the "last modified byn will be changed to t rack
who last edited the file . The indexed data and document structure for each box will be further verified
by the scan supervisor before the box is considered "validatedn. Validated boxes are physically
segregated from the in-process boxes. Images for the validated boxes are segregated within the
repository. Data properties (number of documents, number of imqges, and data size) are recorded and
tracked throughout the scanning process.
5. INDEXING PROCEDURES
Indexing requirements are unique to each scanning project. Customers are encouraged to be heavily
involved in the development of indexing criteria. The index process will include capture of unique
document details via the OCR {Optical Character Recognition) process that will allow search and retrieval
within the laserfiche document imaging system retrieval software. Second pass Image quality control
and job spe-cifications verification is done at this time.
• Quickfields/auto-population is strongly recommended*
• Identify a key piece of information known as a Unique Identifier. This will be the only manually
entered data we enter into your template
• Provide an excel file that will tie the Unique Identifier to other desired field data. This file will be
used to auto-populate the fields you wish to have indexed.
• The scanning supervisor will conduct the auto-populatioh and verify accuracy
*Using this processing technique we can eliminate many common data entry errors.
Paper based documents will be imaged and captured as TIFF images at 200-300 dpi, named and indexed
according to the document naming conventions determined by the City. Manual indexing is limited to
what is available on the scanned images of any given document.
6. NAMING CONVENTION
Naming conventions are specified by the customer and vary based on customer needs. We recommend
that Quickfields be used to auto-populate the template fields and to name the documents. A
document's field data will comprise the document name and will create a st(lndardized format for the
naming convention. The scan supervisor will ensure the final product meets the needs specified by the
ECS1magi~glnc
'I..,UI I,~.UIId~I.&\,_I ..I\ ... Tfn.h••l-"r ... -.·.~o'l Page.25
requirements of the RFP. Any document(s) that does not fit the specified criteria will be addressed with
the City staff; any variations to the criteria must be specified in advance.
7. OUTPUT TO DELIVERY METHOD
The scanned and indexed images are verified for burn to delivery media. The media attendant will verify
image quality and index integrity via spot checking throughout the job (batch). The burned media will be
tested for functionality and labeled as specified prior to delivery. This is our final pass for Image Quality
Control. The City can choose to have the scanned and indexed images delivered via hard drive, Disc, or
Laserfiche Plus which includes a search engine for document retrieval.
Individualizing task segments allows us to physically review the image quality in 3 separate passes while
maintaining projected production speeds. This is the most efficient means of minimizing production
errors without the high cost of "Page by Page Individual Review".
ECMS Implementation I Project Management
Solution Description
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 implementation methodology behind that plan. As we have found it to be
beneficial in ensuring that all of your expectations are met and exceeded throughout the
implementation process.
One of the major advantages of Laserfiche as an ECM solution is how quick it can be deployed. The
majority of Laserfiche systems are installed within a matter of days, rather than weeks, months, or
years. To enable a controlled, effective and timely implementation we would recommend a phased
approach. This is a successful technique that we have used in many previous implementations. The
following outlines the ECS methodology for implementation and is based on PMBOK guidelines
published by the Project Management Institute.
Project Management Methodology
Step 1: 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 2: 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 mut~Jally-accepted work plan has been developed.
Page.26
EXHIBIT "B"
COMPENSATION
SCANNING PRICING
"-i!ElyJfi.f!~J~"}:~~~-\~,·;~ ·:.::;;t.;:~·/~· -~t··~:u~;.:~;-;;;_ft .... · ..:, -~:\ ·;:~ .COST ~, .)I; · ··.: ... ,_
Cost for scanning: B&W l etter or legal sized documents per page .07 II Cost for scanning:. Color letter or legal sized documents per page .08
Cost for scanning: B&W e-sized documents per sheet 1.10
Cost for scanning: Colore-sized documents per sheet 1.50
Cost of Naming a Document-with a 10-character document name Included
Cost of Indexing when all field data is provided by the City in Excel 0.0
Cost of Indexing per hour (no data provided by the City) Included in pricing
Cost of Indexing per list field (selection of a drop down list -no data provided 2 Index Fields
by the City) Included
Cost of Indexing a date field .01
Cost of Indexing a 10-character indexing field :o1
Cost to Quality Check images-Option 1 (during scan): Quality checking must be Included in per page
performed by humans. All images must be quality checked as they are scanned, cost
and m·ust contain all significant details from the original and must be an
·:adequate substitute for the original document for all purposes for which the
document was created or maintained
Cost to Quality Check images-Option 2 (after scan & index, by a different .005 per image
employee): Quality checking must be performed by humans. All images must be
quality checked after the scanning and indexing by a different employee, and
must contain all significant details from the original and must be an adequate
substitute for the original document for all purposes for which the document
was created or maintained
Cost to Quality Check indexing (must be performed by humans) .005 per document
Fee for OCR of documents if any Included in per page
cost
Pickup fee, if any, and constraints (e.g., maximum number of boxes, etc.) Only
one pickup fee shall be allowed per trip I location (the vendor may be asked to
pick up records from several departments, and only one pickup fee shall apply) $150.00/35 boxes
Delivery fee, if any. Only one delivery fee shall be allowed pert rip I location Included in Pickup
(the vendor may be asked to deliver records from several departments, and Fee
only one delivery fee shall apply)
Disclose any fuel surcharge, if any N/A
Provide a list of any fuel surcharges you have implemented over the
past two years N/A
Disclose all Document Preparation and Reassembling Charges, including your $25.00 per hour
hourly fee
Charge for each DVD-R if any $50.00 per set
(Includes 1 Viewer
and 1 Data Disc)
Disclose any other fees or charges not already listed (setup, etc.) Setup Included
Disclose physical location that scanning and indexing would take place 5905 Brockton Ave.
Riverside,CA 92506
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EXHIBIT "C"
INSURANCE
A. Insurance Requirements. Consultant shall provide and maintain insurance,
acceptable to the City Manager or City Counsel, in full force and effect throughout the term of
this Agreement, against claims for injuries to persons or damages to property which may arise
from or in connection with the performance of the work hereunder by Consultant, its agents,
representatives or employees. Insurance is to be placed with insurers with a current A.M. Best's
rating of no less than A:VII. Consultant shall provide the following scope and limits of
msurance:
1. Minimum Scope of Insurance. Coverage shall be at least as broad as:
(1) Insurance Services Office form Commercial General Liability
coverage (Occurrence Form CG 0001).
(2) Insurance Services Office form number CA 0001 (Ed. 1/87)
covering Automobile Liability, including code 1 "any auto" and endorsement CA 0025, or
equivalent forms subject to the written approval of the City.
(3) Workers' Compensation insurance as required by the Labor Code
of State of California and Employer's Liability insurance and covering all persons providing
services on behalf of the Consultant and all risks to such persons under this Agreement.
(4) Professional liability insurance appropriate to the Consultant's
profession. This coverage may be written on a "claims made" basis, and must include coverage
for contractual liability. The professional liability insurance required by this Agreement must be
endorsed to be applicable to claims based upon, arising out of or related to services performed
under this Agreement. The insurance must be maintained for at least 3 consecutive years
following the completion of Consultant's services or the termination of this Agreement. During
this additional 3-year period, Consultant shall annually and upon request of the City submit
written evidence of this continuous coverage.
2. Minimum Limits of Insurance. Consultant shall maintain limits of
insurance no less than:
(1) General Liability: $1,000,000 general aggregate for bodily injury,
personal injury and property damage.
(2) Automobile Liability: $1,000,000 per accident for bodily injury
and property damage. A combined single limit policy with aggregate limits in an amount of not
less than $2,000,000 shall be considered equivalent to the said required minimur11 limits set forth
above.
(3) Workers' Compensation and Employer's Liability: Workers'
Compensation as required by the Labor Code of the State of California and Employers Liability
limits of not less than $1,000,000 per accident.
(4) Professional Liability: $1,000,000 per occurrence.
B. Other Provisions. Insurance policies required by this Agreement shall contain the
following provisions:
1. All Policies. Each insurance policy required by this Agreement shall be
endorsed and state the coverage shall not be suspended, voided, cancelled by the insurer or either
party to this Agreement, reduced in coverage or in limits except after 30 days' prior written notice
by Certified mail, return receipt requested, has been given to City.
2. General Liability and Automobile Liabilitv Coverages.
(1) City, and its respective elected and appointed officers, officials,
and employees and volunteers are to be covered as additional insureds as respects: liability
arising out of activities Consultant performs; products and completed operations of Consultant;
premises owned, occupied or used by Consultant ; or automobiles owned, leased, hired or
borrowed by Consultant. The coverage shall contain no special limitations on the scope of
protection afforded to City, and their respective elected and appointed officers, officials, or
employees.
(2) Consultant's insurance coverage shall be primary insurance with
respect to City, and its respective elected and appointed, its officers, officials, employees and
volunteers. Any insurance or self insurance maintained by City, and its respective elected and
appointed officers, officials, employees or volunteers, shall apply in excess of, and not contribute
with, Consultant's insurance.
(3) Consultant's insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect to the limits of the insurer's
liability.
(4) Any failure to comply with the reporting or other provisions of the
policies including breaches of warranties shall not affect coverage provided to City, and its
respective elected and appointed officers, officials, employees or volunteers.
3. Workers' Compensation and Employer's Liabilitv Coverage. Unless the
City Manager otherwise agrees in writing, the insurer shall agree to waive all rights of
subrogation against City, and its respective elected and appointed officers, officials, employees
and agents for losses arising from work perfonned by Consultant.
C. Other Requirements. Consultant agrees to deposit with City, at or before the
effective date of this contract, certificates of insurance necessary to satisfy City that the insurance
provisions of this contract have been complied with. The City Attorney may require that
Consultant furnish City with copies of original endorsements effecting coverage required by this
Section. The certificates and endorsements are to be signed by a person authorized by that
insurer to bind coverage on its behalf. City reserves the right to inspect complete, certified
copies of all required insurance policies, at any time.
1. Consultant shall furnish certificates and endorsements from each
subcontractor identical to those Consultant provides.
2. Any deductibles or self-insured retentions must be declared to and
approved by City. At the option of City, either the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects City or its respective elected or appointed
officers, officials, employees and volunteers or the Consultant shall procure a bond guaranteeing
payment of losses and related investigations, claim administration, defense expenses and claims.
3. The procuring of such required policy or policies of insurance shall not be
construed to limit Consultant's liability hereunder nor to fulfill the indemnification provisions
and requirements of this Agreement.