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HomeMy Public PortalAbout2017.09.14 MCCI Laserfiche AgreementiV(CCi ExperienceExcel lence Municipal Code Corporation PO Box 2235 • Tallahassee, Florida 32316 TELEPHONE (800) 342-2633 • FAX (850) 564-7496 Cameron Carlisle, Account Manager • extension 1723 • ccarlisle@mccinnovations.com June 21, 2017 Mr. Chris Curtain City of McCall 216 E Park McCall, ID 83638 Dear Mr. Curtain: I enjoyed speaking with you recently regarding MCCi's 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 a MCCi customer: Leading Provider— MCCi is the leading provider of Laserfiche in the world. Professionals—MCCi's professional services team members acquire and maintain the Laserfiche Gold Certification. In addition, they are background checked and many go through security awareness training as required by each project. "1r Superior Support — MCCi utilizes a multi -layered support team geared towards offering each client multiple contacts and service level plans to enhance the usage of every product implemented. Nr. Robust Resources — Whether it is Business Process Automation, integration, data migration from a legacy system, scanning and indexing services, etc., MCCi has additional solutions that are complimentary to Laserfiche, while allowing you to work through one vendor. If you have any questions concerning our proposal or desire additional information, please do not hesitate to contact me on our toll -free number. We appreciate your interest and hope that we will have the pleasure of working with you. Sincerely, Cameron Carlisle Account Manager Executive Summary Company History With a client base of over 700 Laserfiche clients and satellite offices across the country, MCCi has consecutively been the #1 Laserfiche provider in the world since 2008. Laserfiche ECM is MCCi's primary focus and the foundation of our business. MCCi is fanatical about customer success; we focus on long- term relationships, which are only possible by having a vibrant culture and team members that truly care about their work and the clients we serve. Additionally, MCCi has frequently been recognized for its culture and growth, which all stem from how we treat our customers and team member. MCCi Advantage MCCI is a leading Laserfiche provider focusing on customer service in every aspect of your project. As a client you will receive access to our highly trained staff & support services, including: Superior Professional Services — Our Project Managers, Systems Engineers, and Trainers are highly trained in the areas of implementation, business processes, integration, and training. Additionally, all are Laserfiche Gold Certified. Dedicated Support — Once your project is complete, you will have access to our support staff for trouble shooting & supporting your Laserfiche solution. -i Sales & Account Management Team — You will have a dedicated team of an Account Executive and Account Manager that you can directly contact. They will also proactively contact you to ensure satisfaction, provide additional information on your products, and conduct web & regional events on continuing education topics. Nr Training Services — Before, during, and after your project, we focus on ensuring the users are trained on the software and stay up to date on the features available. In addition to our Training Services, we offer a yearly subscription to our Online Training Center for Laserfiche to help protect your Laserfiche investment. This allows all types of users, regardless of their role, to access videos on popular topics. This information is updated monthly and will be a continued resource for your organization. �Y Back File Scanning & Conversion Experience — In the event you need to address a back file scanning project or have older data from legacy systems to convert, we have experience in addressing these and integrating them into your Laserfiche solution. We have converted over 30 different applications and migrated the data to Laserfiche for other clients. 2I Proposed Solution Laserfiche Cloud License The Laserfiche Cloud license introduces a straightforward annual fee including software licenses, hosted storage, technical support and software updates. The licensing option provides a Software as a Service (SaaS) solution hosted on Amazon Web Services. • 100 GB Storage Per User • 10GB of Bandwidth Per User Per Month • Windows, Web and Mobile Clients • Snapshot • Records Management • Advanced Audit Trail with Watermark Feature • Electronic Forms • Digital Signatures • Import Agent • Laserfiche Connector • Microsoft Office Integration Laserfiche Cloud Product Description Laserfiche Cloud is a Software as a Service (SaaS) solution, which provides a central digital repository accessible from anywhere. With Laserfiche cloud you can upload, view, and modify content within a streamlined fully responsive web interface. In addition to the central repository, below are some of the great features that come with Laserfiche Cloud. • Web Access: Enables subscription users to access content through a web browser. • Forms: Create and publish customized e-forms that require no coding or scripting. Forms is currently for internal use only and requires a license for each user. • Business Processes: Diagram business processes through the process modeler, which is based on business process model and notation (BPMN) standards. • Import Agent: Monitors network folders and imports files into the Laserfiche Solution. Upon import, this utility can perform OCR as well as index and route documents based on the Window's file path or file name. • Audit Trail: Track activities performed in a Laserfiche repository and generate reports. Auditing helps to show compliance with legal regulations and contributes to the security of the Laserfiche repository. • Records Management: Process records and record folders according to a life cycle, through creation, retrieval, storage, and disposition. • Laserfiche Connector: Provides a non -code means for integrating Laserfiche with line -of -business applications. • Microsoft Office Integration: Integration with Microsoft Office® Suite. Allows for direct content import as well as indexing capabilities. As a part of this integration, emails and attachments stored in Outlook can be imported to the repository with a single click and auto -indexed with information such as sender, subject, time received, etc. • Built -In Disaster Recovery: Perform system backups automatically without user intervention. Documents are backed up 6xs a day with the most recent 3 backups available for a minimum of 14 days. • Digital Signatures: Post signing requests to DocuSign® to sign documents directly from Laserfiche Cloud. Requires active DocuSign account. Laserfiche Cloud Add-ons (These items are optional and are only part of the proposed solution if pricing has been included) • Public Portal: Share documents with people outside the organization, providing read-only access to specific documents without signing in. Note: Only one security profile is included. • Forms Portal: Allow non -authenticated users to view and submit public starting forms. On -Premises Add-ons (These items are optional and are only part of the proposed solution if pricing has been included) • quick Fields: An advanced automated data capture solution. Multiple Quick Fields modules are available. • Plus: Create a portable copy of information stored in a Laserfiche repository. • SDK: Access to the same Web Services, APIs and libraries for integration with other applications. • ScanConnect: Enables the use of ISIS scanning drivers with Laserfiche scanning. 3 1 1CCi ExperienceExcellence PRICING PROPOSAL Product Description: LASERFICHE CLOUD ANNUAL SUBSCRIPTION • Laserfiche Cloud User Subscription **Includes Training Center Laserfiche Public Portal (1000 Views/Mo.) ▪ Managed Services for Laserfiche Cloud Qty. - Laserfiche Cloud Cost Total 14 $795.00 $11,130.00 1 $600.00 $600.00 1 $1,260.00 $1,260.00 Laserfiche Managed Services needs are estimated based on the current software components provided herein: up to 10 hours. Annual Recurring Subcription Total $12,990.00 For budgetary purposes, the Client should include $12,990.00 in annual budget for renewal of the items quoted above. Please note that if you subscribe to MCCi's SLA or Training Center, additional user licenses may increase the cost of these items at the time of your next annual renewal. MCCi PROFESSIONAL SERVICES E ! Basic Remote Training of software, per day 1 $1,320.00 $1,320.00 Workflow training and installation excluded. [✓J MCCi Project Management Services 1 $2,310.00 $2,310.00 Professional Services Total $3,630.00 Total Project Cost $16,620.00 PAYMENT & BILLING TERMS MCCi will invoice one hundred percent (100%) of the Laserfiche Cloud Subscription upon providing access. If services are included, the balance of the total project will be invoiced upon completion of the proposed professional services, which may be broken up based on the completion date of specific services. Sales tax will be included where applicable. Payment will be due upon receipt of an invoice. Note: MCCi will prorate the support of additional subscription licensing to be congruent with the clients current Laserfiche Cloud annual subscription date, the purpose of which is to align all subscriptions with one support date. MCCi will bill for the actual amount of the pro -rated subscription, which may be higher or lower than quoted. To ensure you are budgeting correctly for future renewals, please add the amount listed in the budgetary note above to your current budgeted renewal amount. 4j Mal STANDARD SERVICES To determine which services and products are included with your project, please refer to the Pricing Proposal above. MCCi prides itself in providing high quality professional services and support. Providing the most advanced level of tech support via the web, e-mail and phone, you can rest assured that MCCi will provide you with the highest level of service. MCCI PROJECT MANAGEMENT & SYSTEMS ENGINEER SERVICES MCCi's Project Manager will work with the client's point of contact to put together a project plan that clearly defines the scope of services of the professional services to be delivered. These services typically cover the following types of activities: • Planning/communication/meetings • Management of timelines and project milestones • Testing and creation of test plans • Systems Engineer Work (Configuration) • Install Laserfiche Components (if needed) • Documentation as needed: o Project plans o Training plans o . Task and status lists o Requirements gathering LASERFICHE TRAINING SERVICES These services will be provided onsite or remote, please refer to the Pricing Proposal to determine which has been quoted. Below are some sample outlines based on user -roles and modules: Full User Training Administration Training * Records Management Module • Introduction to Laserfiche • Users and Groups Training • Folders and the Folder • Security • Record Series Browser • Templates • Record Folders • Scanning and Importing • Tags • Document Links • OCR and Full Text Indexing • Document Relationships • Versioning • Document Display • Volumes • Security Tags • Index Card/Templates • Admin Settings • Vital records • Document Retrieval by • Troubleshooting Procedures • Cutoff criteria Index Fields or Text • Technical Support Overview • Cutoff eligibility (Searching) • Disposition Actions • Annotations Admin Console Setup for • Hold Period • Extracting a Document from Records Management • Time Dispositions Laserfiche • Cycle Definitions Setup • Event Dispositions • Briefcasing and Migrating • Locations Setup • Interim Transfers Documents • Retention Schedules Setup • Final Disposition • Customize Laserfiche • Cutoff Instructions Setup • Destruction • Volumes • Permanent Records • Security • Accession • Freezing * In order for the Records Management Module to be effective, the client should have full knowledge of internal records management policies and have prior experience in records management. This training is focused on use of the module, rather than general records management training. Please refer to your Pricing Proposal to determine if this is included. 5 TECHNICAL SUPPORT PROACTIVE SUPPORT MCCi assigns each account a Regional Account Executive and an internal Account Manager. You will have already worked with your Account Executive in the pre -project phase and they will continue to support you. Your Account Executive will provide a local presence and contact information should local meetings be necessary. The Account Executive also assists in pre -implementation processes. Your Account Manager will assist in managing ongoing support through the life of the product. MCCi believes in a proactive support methodology and it is the Account Manager's role to insure this ongoing communication with clients. Your Account Manager will be in touch throughout the year to discuss optimal usage and ensure client satisfaction. Items discussed may include, but are not limited to: • Annual review of solution configuration • Departmental, Enterprise, and Business Process needs analysis • Provide access to continuing education resources through webinars, seminars, workshops, users groups, Training Center for Laserfiche (if subscribed) and more. • Q&A, best practices, case studies, connecting customers with one another • Dedicated sales support staff for pricing inquiries and budgetary information • Annual support renewal notification to ensure your renewal process is timely and accurate TECHNICAL SUPPORT The renewal of your Laserfiche Cloud Subscription ensures continuous access to your data. Additionally you have access to a toll free line to call for technical support or submit tickets online through our support center. With an active subscription, you receive the following benefits: • 1st Tier Support from MCCi to resolve Laserfiche Cloud errors. • Updates: On a monthly basis, Laserfiche adds features and performance enhancements to an existing version of its software known as "updates." Licensee will receive all updates as released. • Technical bulletins and newsletters 6 ANNUAL TRANING & PROFESSIONAL SERVICE PACKAGES To determine which services/subscriptions are included with your project, please refer to the Pricing Proposal above. TRAINING CENTER FOR LASERFICHE MCCi's Training Center provides an easy, cost-effective way to provide Laserfiche training to all users in your organization. An annual subscription allows access to our online course offering of over 325 training videos. The Training Center provides the following benefits: • 24/7 access to on -demand Laserfiche training videos and other resources • Reduction in training expenses • Caters to all skill levels from Basic Users to Advanced System Administrators • User determined schedule and pacing • Reduction in internal support • Increased efficiency through improved internal usage/adoption • Instant/budgeted training available in the case of employee turnover • Enhance your organization's internal Laserfiche training program • Increased user productivity • Training on newest Laserfiche versions as they are released • Easy and consistent way to introduce your staff to the software PRE -PURCHASED PROFESSIONAL SERVICE OPTIONS MCCi offers multiple pre -purchased professional services packages. Most customers subscribe to one of the following options due to the benefits related to budgeting, accessing subject matter experts for non- break/fix support items, and due to the discount provided compared to purchasing professional services on an as needed basis. An annual "Managed Services" or "Laserfiche Administration Services" package is strongly encouraged. MANAGED SERVICES MCCi's Managed Services package provides ongoing additional training and assistance to a client's Laserfiche administrator and users. Pricing is based on MCCi's Managed Service hourly rate discounted by 10% through purchasing an advanced block of services per year based on the products purchased. MCCI Managed Services is an annual package and will expire on the same date as your SAP plan. Managed Services can be used for the following professional services/benefits: LASERFICHE ADMINISTRATION SERVICES MCCi's Laserfiche Administration Services package is for clients who need a Laserfiche administrator, or additional Laserfiche administration/implementation services. It includes everything listed in the Managed Services package above as well as the additional items listed below. Pricing is based on MCCi's System Engineer hourly rate discounted by 10% through purchasing an advanced block of services per year, based on the products purchased. MCCi's Laserfiche Administration Services is an annual package and will expire on the same date as your SAP plan. ANNUAL TRANING & PROFESSIONAL SERVICE PACKAGES Description Additional Training Managed Services X Laserfiche Administration Services- Level 1 X Laserfiche Administration Services- Level 2 X Additional System Set Up Consultation X X X Remote Implementation of Software Updates X X X Annual review of administration settings X X X Remote Access Support X X X First Priority Offering of Laserfiche CPPs & Laserfiche Conference spots X X X Dedicated Laserfiche Certified Professional X X Laserfiche Administration configuration services X X Configuration and maintenance of BASIC business processes X X Configuration of Quick Fields sessions using purchased features X X Basic Records Management Module Overview Training X . X Scheduled recurring consultation call upon Client's request X X Maintenance of existing middleware/configurable integrations X X Maintenance of MCCi/Client configured COMPLEX business processes X Annual Review of business process configurations X Roll -out Assistance for Initial/Additional COMPLEX business processes X Definitions & Examples: A BUSINESS PROCESS is an activity or set of activities that will accomplish a specific organizational goal. BASIC is defined as a business process requiring minimal configuration, and virtually no discovery or institutional/process knowledge, in regards to a MCCi LF Certified Professional being able to assist with configuration, support, and maintenance of the process. Examples: Simple Laserfiche Forms with few routing steps, or approval/notification workflows that have minimal steps, no integration, and little to no database lookup requirements. COMPLEX is defined as a large business process with extensive configuration that is absolutely mission critical to the organization. An example might be a large accounts payable process with a high volume of transactions, approval steps, database lookups, etc. Complex business processes require MCCi's LF Certified Professional to have institutional/process knowledge in regards to the configuration of the process. Use of time: MCCi allows clients to use the time allotted for a multitude of services as long as a request will not start a service that cannot be completed within the time remaining. None of the packages listed above are intended to be utilized for configuration of a new COMPLEX business process. In those instances a separate SOW is required. 8 ANNUAL TRANING & PROFESSIONAL SERVICE PACKAGES MCCi will provide necessary consultation upon request, as to the compatibility of current hardware with the Laserfiche Solution. Changes and recommendations will be made at the time of consultation. See solution requirements below. Please keep in mind that these are the minimum requirements as recommended by MCCi, and should be considered independently rather than collectively. Additionally, overhead for virtualization has not been factored in to these requirements. MCCi does not recommend any version of Windows that is approaching or is beyond the "End of Extended Support Date" specified by Microsoft. Client/Scanning Station PC OS Windows 10, Windows 8 or 8.1 (32 or 64), Windows 7 (32 or 64), Windows Vista CPU 2.8 GHz processor or faster Memory 4 GB RAM or more Communications TCP/IP Batch Processing Quick Fields Machine OS Windows 10, Windows 8 or 8.1 (32 or 64), Windows 7 (32 or 64), Windows Vista CPU 2.8 GHz Processor or faster Memory 4 GB RAM or more Communications TCP/IP High Volume Recommendation Windows 7 x64 with 8 GB RAM, Intel Core 2 Duo Processors 3.33GHz Scanners Must use ISIS drivers to be compatible with Laserfiche ScanConnect software. Scanner compatibility should be confirmed by referencing the most up to date Laserfiche published supported scanner list at: http://laserfiche.com/static/Resources/scanlist.html. 9 The terms of this agreement shall remain in force and effect for a period of ninety (90) days from the date appearing below, unless accepted by the Client. Submitted by: MCCi, a Limited Liability Company Date: June 21, 2017 By: (Signature) Noted Items Accepted by: MCCALL, ID Date: By: 101 (Printed Name & Title) ai ji4t 7 v 4vmovi, (Printed Narrie & Title) MCCI, a Limited Liability Company, which is duly organized and existing under the laws of the State of Florida, hereinafter referred to as MCCI, hereby offers the Laserfiche Solution & Services according to the following terms and conditions. LASERFICHE CLOUD SUBSCRIPTION TERM AND FEES Subscription terms are annual unless otherwise stated. The annual subscription payment Is due In advance of the dateof renewal. System access may be removed and late fees may apply If payment is not received prior the annual renewal date. Annual subscription dates are based on the following: • For new Implementations, the subscription date is set on the first day of the month, based on month of order placement (the month that MCCI places the order with Laserfiche) For additional products/subscriptions added mid-term the cost Is prorated to match the existing renewal date. ADDITIONAL LASERFICHE CLOUD PURCHASES Laserfiche policy dictates that MCCI as your current VAR of record is the only Laserfiche VAR that has access to your support account, along with the ability to process subscription renewals and additional purchases on your behalf. Unless you decide to cancel your contract with MCCi or work with Laserfiche to formally change your Laserfiche Var of Record, future purchases and subscription renewals will be processed and provided by MCCI. OVERAGE FEES FOR DATA STORAGE/BANDWIDTH If additional data storage or bandwidth Is needed mid-term, additional charges will apply. MCCI recommends reviewing this annually and pre -purchasing any additional storage/bandwidth based on anticipated needs. UPGRADING TO ON -PREMISE PURCHASED OR SUBSCRIPTION SOFTWARE Laserfiche does not provide credits when moving from the LF Cloud licensing model. TECHNICAL SUPPORT Customers may contact MCC' support via MCCI's Online Support Center,email(support(amccinnovations.com) or telephone 866-942-0464. Support is available Monday -Friday (excluding major holidays) from 8:00 a.m. — 5:00 p.m. local time In the Continental U.S. SERVICE LEVEL AGREEMENT (SLA) MCCrs SLA is offered in addition to the Software Assurance Package. It is required in some circumstances, and offers the customer escalated response times depending on the severity of the support issue, as well as extended support hours and many other additional benefits. The SLA documentation Is readily available upon request. MCCI SOFTWARE CONFIGURATION SERVICES The customer may elect to contract with MCCI to configure the software. The customer is responsible for testing all configurations completed by MCCi. By acknowledging this testing requirement, the customer waives any and all liability to MCCI for any fees, damages, etc., that could be related to software configuration. TEST/EVALUATION SOFTWARE Purchases of test and/or evaluation software are based on access time periods needed rather than perpetual software licensing. CLIENT SOFTWARE CUSTOMIZATIONS The client may also choose to customize their software intemally, without MCCi's help. MCCi Is not responsible for any damages caused by the users customization of the software. MCCI will not be held responsible for correcting any problems that may occur from these customizations. Routine updates to the software may affect any customizations made by the user. If MCCi's help is required to correct/update any customizations made by the client, appropriate charges will apply. HARDWARE MCCI does not support any hardware as part of this contract. If hardware is purchased through MCCI, the client is required to obtain the appropriate warranty and work directly with the manufacturer In regards to hardware support CLIENT INFORMATION TECHNOLOGY ASSISTANCE In order for MCCi to excel in customer service, the client must provide timely access to technical resources. The client must provide adequate technical support for all MCCI installation and support services. lithe client does not have "In-house" technical support, it Is the client'sresponsibility to make available the appropriate Information Technology resources/consultant when needed. PROFESSIONAL SERVICES RESCHEDULING/CANCELLATIONS Travel Expenses: If the client cancels or reschedules an installation after MCCI has made travel arrangements,, travel expenses may be Incurred due to circumstances such as non-refundable airline tickets, hotel reservations, rental cars, etc. Site Preparation: The Client site should be ready for installation according to specifications outlined within the Hardware section. If site is not prepared and results in cancellation, delays, or rescheduling of an Installation after MCCI has made travel arrangements, the client may incur expenses due to circumstances such as non-refundable airline tickets, training/install charges, hotel reservations, rental cars, etc. Project Delays: Requests made by the client to cancel/reschedule delivery of services, will cause a delay in delivery of the services and the overall project. The client understands that MCCI will have to respect the timelines of other scheduled projects when rescheduling services due to a request made by the client. ADDITIONAL SERVICES As an additional service/product under this contract, MCCI can provide the following: • Electronic Agenda and Legislative Management (Legistar). MCCI offers the Granicus Legislative Management Suite (Legistar) and related services which provides electronic automation and creation of Agendas and Minutes. Legistar is also integrated with Laserfiche. • Scanning and Digital Conversion Bureau. MCCI offers scanning, Indexing and integration of hard copy documents, microfilm/microfiche, with Laserfiche Software to provide the Client with the most powerful index retrieval search engine available. • Open Records Request Solution (JustFOIA). MCCi offers its JustFOlA solution to help agencies track Open Records Requests. JustFOlA is a hosted solution that is user-friendly, affordable, and integrated with Laserfiche ECM. AGREEMENT EXTENDED TO OTHER GOVERNMENTAL UNITS MCCI agrees to allow any other Government agency to purchase Items, at the same terms, conditions and pricing as this contract during the period of time that this contract is in effect. Minor changes in terms and conditions may be negotiated by MCCI and participating Govemment agencies. Any orders issued against this agreement shall be the sole responsibility of the Government agency placing the order. It is understood that the Client shall Incur no financial responsibility In connection with any purchase by another Government agency. LIMITED UABIUTY In no event shall MCCi's total liability to the client exceed the most recent year of subscription fees paid to MCCI by the client FORCE MAJEURE Neither party shall be liable for any delay or failure In performance due to causes. beyond its reasonable control. CUENT FINANCIAL SOLVENCY/BANKRUPTCY MCCI may require payment In advance for products and services In response to learning of financial solvency or bankruptcy issues. NO HIRE CLAUSE Client and MCCI agree that during the period that this agreement Is in force, Including extensions or modifications thereto, and for an additional 12 months following this period, neither Client nor the MCCI will actively recruit, or solicit employees or Independent contractors of either company, or the employees of any of the other Subcontractors; who are on active payroll status and are currently participating in this Program, without the prior written approval of the party whose employee or independent contractor is being considered for employment. This does not prohibit any employee from responding to or pursuing employment opportunities through normal media channels, I.e. newspapers, professional journals, etc. so long as It Is not related to this particular program and that it is not an attempt to avoid the intent of the above restriction. If, during the term of, or within (12) months after the termination of the performance period of this agreement, client hires directly, or indirectly contracts with any of MCCi's personnel for the performance of systems engineering and/or related services hereunder, client agrees to pay MCCI 125%of the fees paid to, or In favor of such personnel for one (1) year after such personnel separates from service with MCCI. TERMINATION The services provided in this agreement will be In full force and effect for a period of three (3) years from the date of shipment of the completed product to the organization. Thereafter, this agreement will be automatically renewed from year to year, provided that either party may alter or cancel the terms of this agreement upon sixty (60) days' written notice. MARKETING & REFERENCES Client agrees to allow MCCi to publish and publicize testimonials and case study information pertaining to MCO's work with the Client This information, including the Client's organization name, logo, and contact Information will be used In all media types