HomeMy Public PortalAbout2011 AgreementDigitolFile
systems
334 East Lake Road Suite 323
Palm Harbor, FL 34685
727.216.7933
fvflami FL
888.844.7721
www.dfsus.com
Proposal for SharePoint Services and Conversion of Database
Files to SharePoint 2010 Platform
September 28, 2011
To: Village of Key Biscayne
85 West McIntyre Street
Key Biscayne, FL 33149
Attn: Michael Fleming
Dear Michael:
The Current Difficulties — Our economy has left many orginazations short-handed and further
behind with ongoing projects. Existing demands on our human resources continue, thereby creating
added workload to our already stressed employees and staff. New efficiencies to save money and
increase production with our given resources are required in order to remain competitive and
effective in this environment.
Solution — Digital File Systems (DFS) will create and maintain a Microsoft SharePoint (SP) collection
of sites for your office. These sites will provide you with centralized electronic locations where your
office files may be securely stored, shared and utilized. This centralized site concept creates
efficiencies never before imagined. Office personnel with proper authority can search, obtain and
share information from any location with web access throughout the world.
An added benefit of this effort will result in your office storing all existing paper files in electronic file
cabinets or libraries located in the SP sites. Your SharePoint sites also provide an added level of
security for your files in the event of a fire or natural disaster. Our Data Centers are guarded 24 hours
a day with redundant power grids, emergency generators, cameras, security and multiple
connections to the Internet. DFS will create, maintain and manage the SP system for your office
while adding the existing backlog of electronic files to your database. DFS will maintain and manage
your SP sites at an agreed annual fee while your Village uses our on-line SharePoint Platform. Our
Staff will convert your existing Alchemy Data into pdf format and upload all of your data with index
into our SharePoint Platform.
Logistics - During the initial conversion stage DFS will convert these files to electronic pdf format
and deliver them into the SharePoint system as directed. The files will be imported with their existing
file name index. DFS will assist you with best practices given your environment should your company
choose to manage all scanning and SharePoint ownership gang forward. Advanced Training and
customization of SharePoint is available.
September 28, 2011
Deliverables :
a) SharePoint site collections and full design, management and deployment of the initial 3
sites including Village Clerk, Building and Fire.
b) SharePoint User log -in licenses (2). Given the Village's past experience with on-line
Alchemy retrieval, we are confident that you should not require more than two seats.
c) Conversion of 1 Alchemy Databases into SharePoint Site (Village Clerk)
d) SharsPoint irk training of platform and on -going training periodically throughout each
year as required.
e) Up to 50 Gigs of storage for this base fee.
f) Advanced Customization of SharePoint sites and Training available.
Costs:
a) SharePoint site including design, management and deployment at $1,200 per year.
b) SharePoint User License up 2 seats - Included - If additional seats are required then an
additional charge of $500 per year for 5 seat increments may be added at any time.
c) Alchemy Clerk's Database Converses to SharePoint - The will be NO CHARGE to The
Village for this service. This is normally a $3,000 one-time fee.
d) SharePoint Training Basic Search and Use- No Charge
e) Storage NO CHARGE for the first 50 Gigs. Additional 10 Gig Storage increments may be
purchased at a one-time charge $300 per 10 Gigs.
f) SharePoint Customization and Advanced Training - Available upon request and priced
per project.
Digital File Systems is pleased to provide the above services to your office. We will demonstrate the
same efficient standards as provided to hundreds of clients during the preceding twelve years of
industry service.
Rob Buell Sept 28, 2011
Digital File Systems, LLC
Rob Buell President
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Village of Key Biscayne
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