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Home My Public Portal Aboutlaserfiche - Information Consultants SOWLasedfiche` STATEMENT OF WORK Laserfiche 10 User Cloud Implementation for City of Crestview, Florida SOW At 36656 March 19th, 2019 fill I(1-- _ r(1i 11lr? � ..) CONSULTANTS March 19th, 2019 Tim Bolduc City of Crestview, FL 198 North Wilson Street Crestview, FL 32536 United States Dear Mr. Bolduc: I enjoyed speaking with you recently regarding Laserfiche software and services. Pursuant to our discussion we are pleased to enclose our Professional Services Proposal. While reviewing the proposal please keep in mind the following advantages of being an Information Consultants customer: • Leading Provider — For the past twenty years, Information Consultants has been ranked among the top 10 Laserfiche resellers in the United States. We are dedicated to our customers and serve over 155 clients in United States, Canada and Latin America at this time. • Professional Certifications — Information Consultants staff is well -trained and holds multiple certifications in security, HIPPA, CDIA+ and more to give you the peace of mind that we are the best at what we do. Our staff is also Laserfiche Gold Certified, having demonstrated comprehensive knowledge of essential Laserfiche processes and the fundamentals of enterprise content management (ECM). • Specialization in Enterprise Solutions — Our Project Managers provide implementation and training services to help make your solution an enterprise -wide deployment. We work with you on your initial project plan knowing that one day Laserfiche will be used across the entire organization. This methodology helps you plan to meet this goal in your timeframe, whether that is an immediate objective or part of a multi -year plan. • Superior Support— Information Consultants utilizes a multi -layered support team geared towards offering each client multiple contacts to enhance the usage of every product implemented. We offer support through our help desk, email and toll -free number, and we also have an online support center that gives end users access to training manuals, "how to" checklists, training videos, a knowledge base and software updates. • Robust Resources — Whether it is integration, scanning and indexing services, an electronic forms solution, or something more, Information Consultants has additional solutions that complement Laserfiche, while also allowing you to work through one vendor for best of breed solutions. If you have any questions concerning our proposal or desire additional information, please do not hesitate to contact me. We appreciate your interest and hope that we will have the pleasure of working with you and serving The City of Crestview, FL. Sincerely, Pcerote Soled Pierre Smith Certified Laserfiche Business Process and Workflow Consultant 4/9/2019 Statement of Work # 36656 Page 1 Laserriche 1111 CO\SULTANTS Executive Summary The City of Crestview, FL is looking for a document management solution that will centralize all documents in a digital repository and allow for easy retrieval of necessary documents by department staff using Laserfiche desktop client or a web browser. Since 1998, Information Consultants has planned and carried out more than 1,213 document management, workflow and custom computer programming installations across the United States. With each one, we help organizations run faster, work more efficiently and go paperless by: • Implementing systems to scan, index, store, search and back up paper files. • Automating processes to route, manage and control documents, versions and records. • Creating custom workflows, electronic forms, integrations and comprehensive solutions to get information to the people and systems who need it. Proposed Solution Information Consultants recommends a Laserfiche enterprise content management solution to assist with document management needs. Laserfiche out -of -the box features include: • Customizable Folder Structure and Template — Preconfigured templates of fields, workflows and folders to get users up and running within days. • User Friendly Interface — An easy -to -use interface getting new users to work with five minutes' training. • Version Control — Control of the correct version of a contract or amendment, eliminating issues of emails with incorrect versions of documents. • Comprehensive Security —Granular access controls for documents. You determine what functions, such as scanning and printing, each staff member may use. Security features are easy to administer and with proper rights, records managers can administer most security functions without IT staff assistance. • On -Demand User Allocation — Full licenses for users with security to access only necessary information. Laserfiche Cloud version of the solution brings additional features which include: • Collaboration anywhere, anytime - Digitize, organize, automate, and secure information across your organization to transform how you work • Rapid user onboarding - Get up and running quickly — rapid implementation, ready to deploy process library, and easy user adoption minimizes dependence on internal resources • Automatic Encryption - Provides recognized, industry -leading security with AWS, file encryption, and stability with a comprehensive set of products We are confident the proposed solution will meet the City of Crestview, FL's requirements for a document management solution. 4/9/2019 Statement of Work # 36656 Page 2 Laserriche 'rlr:ormatlon CONSULTA\TS Statement of Work Assumptions • Information Consultants, Inc. (ICONS) will have the support of The City of Crestview, FL (Client) personnel in order to successfully complete the activities listed in this SOW. • Client will supply ICONS with the necessary information to meet requirements for the recommended solution to be implemented including all the necessary components. • ICONS will have support from the Client to access their server(s) and/or workstation(s) in order to complete the SOW in a timely matter. • The Laserfiche Project will commence at a mutually determined date after Client receives and accepts this quote by sending a Purchase Order and a 60% deposit. Balance must be paid within 45 days of project start date. • This SOW will expire 30 days from date of origination. • ICONS will have unattended administrative access to all necessary servers during the prescribed duration of this project. Purpose The purpose of this project is to implement a Laserfiche cloud solution that will enable The City of Crestview, FL to digitize documents and automate document -driven processes, allowing the right people to access the right information at the right time. These processes include secure document storage, automation of business processes, instant document capture, full -text search and retrieval, and digitally capture, route and approve forms. This City will use Laserfiche as a tool to quickly automate several processes currently based on paper forms (Ex: Permit application process, vendor payment approval, etc.) while quickly capturing and storing documents to comply with the Benefits 1. Provide Effective Records Management capabilities. ?. Allow the city to create Laserfiche Forms and Workflows to automatically upload, route, name and collect approvals on documents within Laserfiche. 3. Add metadata to the documents stored in Laserfiche so users can locate any documents within three seconds or less. Departments Involved • TBD Laserfiche Business Process Forms, Workflows, and QF Session affected • TBD Team Members from Department Involved • TBD Additional Laserfiche License Required • No additional Laserfiche License will be required for this implementation. 4/9/2019 Statement of Work # 36656 Page 3 Laserfiche CO\SUI.TANTS Additional Third -party License Required • No additional third -party will be required for this implementation. Hardware Required • No additional hardware will be required for this implementation if the Laserfiche Cloud is selected. Estimated Timeline 1. Estimated On -site Hours: 16 hours. 2. Estimated Remote Hours: 30 hours. 3. Recommended Start Date: TBD 4. Customer Due Date: TBD 5. Estimated Project Duration: 2 Weeks. Assumptions • The total time should not exceed the professional services hours specified in this SOW. • To create any additional workflows for the City of Crestview, FL, will be charged separately according to the number of hours needed for them to be created. Scope of Work ICONS will provide the following items to expedite the project implementation and ensure a successful roll -out: 1. ICONS enabled a demo Laserfiche Cloud system to demonstrate the Laserfiche Forms and Document Management solution. (See https://www.laserfiche.com/products/laserfiche-cloud/). The system will be activated with two names users for the testing phase. You may access the system from this link: https://webaccess.laserfiche.com/. 2. ICONS will provide onsite Laserfiche Workflow and Forms training courses to the city employees. During the training, the team will learn how to use pre -built Laserfiche Forms to deploy projects. Some of the projects include Plan Review, 3. ICONS' Scan -It -Forward team will provide onsite scanning training for five days of scanning. During the onsite training, we will scan in paper records along with your team. This scanning project serves as train the trainer session. 4. ICONS will audit, review and migrate selected set of scanned documents from the network path to the Laserfiche Cloud using Import Agent. 5. ICONS will check in with your team every Wednesday during the first 10 weeks to confirm the solutions implemented by your team. 4/9/2019 Statement of Work # 36656 Page 4 Laserfiche inrormahon IN CONSULTANTS PIP Phase 1— Laserfiche 10 User Cloud with Quick Fields and Public Portal Laserfiche Software Licenses and Supporting Services 1 Laserfiche Cloud System (10 Full Users @ $648/user annually) Cloud systems include the following features: Single Laserfiche Repository, Workflow, Web Access (including LF Mobile, LF Web Access Light and the LF Integration with Microsoft SharePoint), Advanced Audit Trail with Watermark feature, Web Administration Console, Digital Signatures, Snapshot E-mail and Laserfiche Integration with Microsoft Office, Forms Professional, Advanced Audit Trail with Watermark feature, Records Management Edition, Connector and Import Agent NOTE: This price is a yearly subscription price model. $ 6,480.00 I 2 OPTIONAL Quick Fields for Laserfiche Cloud (10 Users Add -On @97.20/user annually) $ 972.00 Quick Fields Add -on subscription supports identifying and indexing documents using a high- speed scanner. We strongly recommend using the QuickFields licenses with the CANNON GR- 1100 scanners or other TWAIN compatible productions scanners. NOTE: This price is a yearly subscription price model. 3 ** Laserfiche Forms Portal —1,000 anonymous forms submission per month from public or $0 on year 1 internal users. Please note we have alternate Form Portal packs: (1,800.00 Yr. 2+) • 10,000 submissions per month: $4,400/year • 100,000 submissions per month: $9,600/year Total Laserfiche Software $ 9,252.00 Professional Services 51 Discovery/Needs Analysis Phase OPTIONAL - Meet with departments to determine document types, user access, and current and desired processes (4 hours per department @ $225/hour) Implementation S2 Configuration of Cloud System (2 hours @ $225/hour) S3 OPTIONAL - Migrate Documents to the Cloud using Import Agent (8 hours @ $225/hour) Training Alternate Perform in-house training for Workflows and Forms (1 week, 5 days, mi. 40 hours at Option $7,080/week). Training will cover how to: for 54 - Configure templates, and folder structures - Create Workflow alerts - Create Forms (Ex: Plan Review, Agenda and Minutes) Project Management 55 Weekly conference calls, meeting and/or planning during first 10 weeks— (2 hours per week @ $225/hr.) 900.00 $ 450.00 $ 1,800.00 $ 7,080.00 $ 2,250.00 S6 OPTIONAL -Scan it Forward — Scanning as a Service: (1 week @ $6,000/week) $ 6,000.00 Onsite Scanning with three (3) team members, scanners and QuickField licenses. Total Professional Services $ 18,480.00 Total SOW (Licenses and Professional Services) $ 27,732.00 4i9/2019 Statement of Work # 36656 Page 5 Laserriche II CONSULTANTS Work, under seal. JB Whitten, Mayor Elizabeth Miller Roy, City Clerk Full Na Signe ure /gate 4/9/2019 Phase 2 — Options are as followed: (a) Additional 20 Laserfiche Cloud Users Licenses with Quick Fields 1 Laserfiche Cloud System (20 Full Users @ $648/user annually) Cloud systems include the following features: Single Laserfiche Repository, Workflow, Web Access (including LF Mobile, LF Web Access Light and the LF integration with Microsoft SharePoint), Advanced Audit Trail with Watermark feature, Web Administration Console, Digital Signatures, Snapshot, E-mail and Laserfiche Integration with Microsoft Office, Forms Professional, Advanced Audit Trail with Watermark feature, Records Management Edition, Connector and Import Agent NOTE: This price is a yearly subscription price model. 2 OPTIONAL Quick Fields for Laserfiche Cloud (20 Users Add -On @97.20/user annually) Quick Fields Add -on subscription supports identifying and indexing documents using a high-speed scanner. We strongly recommend using the QuickFields licenses with the CANNON GR-1100 scanners or other TWAIN compatible productions scanners. NOTE: This price is a yearly subscription price model. $ 12,960.00 $ 1,944.00 Total Laserfiche Software (b) Or Additional 20 Laserfiche Forms Participant Cloud Users Licenses $ 14,904.00 Laserfiche Software Licenses and Supporting Services i Laserfiche Cloud System (20 Full Users @ $648/user annually) Cloud systems include the following features: Single Laserfiche Repository, Workflow, Web Access (including LF Mobile, LF Web Access Light and the LF Integration with Microsoft SharePoint), Advanced Audit Trail with Watermark feature, Web Administration Console, Digital Signatures, Snapshot, E-mail and Laserfiche integration with Microsoft Office, Forms Professional, Advanced Audit Trail with Watermark feature, Records Management Edition, Connector and import Agent NOTE: This price is a yearly subscription price model. $ 12,960.00 NIA Note: Quick Fields license add -on is not required for Form Only user actions. N/A Total Laserfiche Software $ 12,960.00 Acceptance and Authorization Client accepts this statement of work and the related costs received from Information Consultants, Inc. The terms and conditions of the Professional Services Agreement apply in full to the services and products provided under this Statement of Work. IN WITNESS WHEREOF, the parties hereto each acting with proper authority have executed this Statement of e. ' r� C... ell Solace, . ent o • . - _a.tiens ull Name / Title Signet Statement of Work # 36656 Page 6 Laserfiche CO\SUI.TA\TS Information Consultants, Inc., as Contractor, shall comply with the requirements of Florida's Public Records law. In accordance with Section 119.0701, Florida Statutes, Contractor shall: a. Keep and maintain public records required by the public agency in order to perform the service. b. Upon request from the public agency's custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided under Florida's Public Records Law or as otherwise provided by law. c. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of this contract if Contractor does not transfer the records to the public agency: and d. Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of Contractor or keep and maintain public records required by the public agency to perform the service. If Contractor transfers all public records to the public agency upon completion of the contract, Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If Contractor keeps and maintains public records upon completion of this contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from public agency's custodian of public records, in a format that is compatible with the information technology systems of the public agency. e. If Contractor has questions regarding the application of Chapter 119, Florida Statutes, to Contractor's duty to provide public records relating to this Agreement, Contractor shall contact the Custodian of Public Records at: City Clerk, City of Crestview 198 North Wilson Street P.O. Box 1209 Crestview, Florida 32536 (850) 682-1560 Extension 250 cityclerk@cityofcrestview.org f. In the event the public agency must initiate litigation against Contractor in order to enforce compliance with Chapter 119, Florida Statutes, or in the event of litigation filed against the public agency because Contractor failed to provide access to public records responsive to a public record request, the public agency shall be entitled to recover all costs, including but not limited to reasonable attorneys' fees, costs of suit, witness, fees, and expert witness fees extended as part of said litigation and any subsequent appeals. 4/9/2019 Statement of Work # 36656 Page 7 Laser f iche illInc or---r ------q-,f )1--) CO\SUI.TANTS Appendix A— Additional Services Provided by Our Team We understand our customers may not have the resources to handle the various roles to go paperless. In order to assist in increasing your return on investment, Information Consultants added the new services below to support ongoing weekly, monthly, yearly and on -demand activities. Your IT Support Recommended Resources for Successful Laserfiche Implementation Department Setup Team Forms Setup Team Scanning Team 1 Person Forms Creation Team • Create one form per week. • Collect forms and covert to electronic version. Approx.: 10 hrs. per week perform. 2-4 People • Preparing Documents • Scan Documents • Indexing (update metadata) 30-40 hours per wk/per person. Note: Scon-IT-Forward team will come with their own Scanners, Quick Fields Licenses and Laptop during scanning projects. CIO as a Service Information Consultants Inc. helps your business to continually evolve by partnering you with a peer who can support (or lead) your Laserfiche implementation roadmap, providing high-level IT strategic advice, cost management, risk & compliance supervision and strong clear engaging leadership to maximize your Laserfiche experience. Business Process Management as a Service (BPMaaS) By providing automated and simplified Laserfiche solutions, we help develop and manage your internal business process with the creation of workflows and forms focused on improved cycle times, process accuracy, regulatory compliance, and lower cost. Scanning as a Service (Scan IT Forward) We thrive in making your business succeed by providing dedicated staff that bring unprecedented expertise in secure scanning and electronic document management to quickly reduce paper documents, while training your staff on how to effectively keep and maintain your documents digitized. Training Information Consultants, Inc. provides exceptional training in both remote and on -site capabilities, over a consistent period -of -time, based on the client's needs and requests. Our Laserfiche certified Staff are dedicated to commit the necessary time, resources, and guidance needed to prepare the client's Administration and Staff with the foundational knowledge and skills required to properly perform their Laserfiche tasks. On -demand Consulting At Information Consultants, Inc. we hold ourselves accountable to ensure the utmost highest level of Customer Service is provided to our Clients. We strive to always be available for consultation of our Clients questions and inquiries or urgent needs, by providing remote support and reassuring the Client can receive guidance pre - implementation and/or post -implementation of their Laserfiche solution. 4/9/2019 Statement of Work # 36656 Page 8 Laserfiche Intro-mt,on CONSULTANTS Appendix B — ICONS' Scan -It -Forward We want to do our part to help student and veterans interact with their community. See our flyer and sample project below. �4 Information Consultants is a leader in global technology services and solutions consulting. We help businesses go paperless by scanning documents for security and compliance. Instead of just scanning, we think we can Scan it Forward. We want to do our part to help veterans and students interact with their community. Scan It Forward is our way of helping companies go paperless by using local resources and doing some good along the way. r+r itt:Mti`.s_ Ai I LEARN HOW YOUR BUSINESS CAN PARTCIPATE Melissa R. — Our Scan It Forward Team Lead 4/9/2019 Y k-\\ 40411 Florida Hospital, Sept 2018 (Sample 6 Week Project) Statement of Work # 36656 Page 9 CONSULTANTS