2004-15
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MCCI
Municipal Code Corporation
SALES DEPARTMENT
PO Box 2235 . Tallahassee, Florida 32316
TELEPHONE (800) 262-2633 . FAX (850) 701-0715
April 12,2004
Ms. Tracy Ackroyd
City Clerk
City of Clermont
PO Box 120219
Clermont, FL 34712-0219
Dear Ms. Ackroyd:
Donny Barstow, General Manager, enjoyed meeting with you recently regarding the LaserFiche
Document Imaging Software. Pursuant to your discussion with Donny, we are pleased to enclose our
Professional Services Proposal for the LaserFiche Software and our LaserFiche Services. While
reviewing the proposal please keep in mind the advantages that LaserFiche offers:
~ Protection - Your records are automatically captured, in text and image, within a database, which
cannot be changed or misplaced.
~ Research - Records are converted to text and images for quick and easy research and printing at the
click of your mouse.
~ Storage - LaserFiche allows you to store up to 16,000 pages of records on one CD-Rom saving time
searching for documents and saving you space.
~ Retrieval - The LaserFiche search engine, which allows boolean, fuzzy, text, and proximity searches
is easy to use and fast to retrieve any document you are looking for.
MCC has been approved into the SNAPS II program. "SNAPS II is a fast-track method for establishing
non-mandatory, non-exclusive, agreements for use by state agencies, local governments and the
university system. SNAPS II simplifies the purchasing process by eliminating the requirement for
competitive quotations - as these prices are pre-negotiated." The enclosed proposal outlines the costs for
our LaserFiche service based on our SNAPS II agreement (99 I 2 I 74-4).
If you have any questions concerning our proposal or desire additional information, please do not hesitate
to call on our toll-free number. We appreciate your interest and hope that we will have the pleasure of
working with you and serving the City of Clermont.
Sincerely,
Christie Davis
Executive Assistant
/CBO
cbd@mccinnovations.com
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PROFESSIONAL SERVICES PROPOSAL
MCCi, a Limited Liability Company and subsidiary of MUNICIPAL CODE CORPORATION, which is duly
organized and existing under the laws of the State of Florida, hereinafter referred to as MCCi, hereby offers the
LaserFiche Software & Services to the City of CLERMONT, FLORIDA, a corporation duly organized and
existing under state law, hereinafter referred to as the Client, according to the following terms and conditions.
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LASERFICHE SOFTWARE
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.IJ;ARDW ARE
1. LASERFICHE SOFTWARE. MCCi will provide LaserFiche (LF) Software, a full-featured version of
LaserFiche. This software is a records repository allowing storage, retrieval and imaging of all documents.
Capabilities include an intuitive browse window, index cards, full-text indexing, keyword template search,
fuzzy word search, and virtually unlimited folders, giving users access to any document instantly. LaserFiche
provides a truly concurrent licensing structure. Instead of purchasing a license for every computer with
LaserFiche installed, licenses can be purchased to suit the needs of the number of people enterprise-wide that
will use LaserFiche. The number of licenses purchased equals the number of concurrent users of LaserFiche.
For example the 12 Retrieval users could be installed on 20 different PCs but only 12 of them could access
the system simultaneously. A list of system features is enclosed. A list of system features is enclosed.
. LASERFICHE UNITED: LaserFiche United unites document imaging and management applications
using the MS SQL Server platform. With LaserFiche United the Client is required to purchase the MS
SQL database in addition to the LaserFiche Application. This can be purchased by the organization, or
pricing can be supplied by MCC.
2. LASERFICHE PLUG INS, UTILITIES & TOOLS. MCCi can provide additional LaserFiche Plug-ins
Utilities, & Tools software. LaserFiche offers a selection of add-ons and development tools designed to let
you tailor LaserFiche to meet your needs.
Capture Pluf! Ins:
. LaserFiche Import AgentTM automates document importing and document management within
LaserFiche, particularly well-suited to work with multi-function peripherals
. LaserFiche Universal CaptureTM supports specialized capture devices such as microfilm scanners,
copier-scanner hybrids and x-ray scanners
. LaserFiche Remote ScanningTM delivers high-speed scanning via W ANs and the Internet for remote
offices and branch locations
. LaserFiche ScanConnectTM scanning support for a wide variety of desktop and production document
scanners
. LaserFiche Quick FieIdsTM automates document sorting and indexing for reduced data entry costs and
manual indexing errors
. QF Real-time look up: look up and extract data from a 3rd party database, verify values extracted
from an image matched values in the 3rd party database
. QF Universal Capture: provides additional scanner support
. QF Zone OCR: scan a zone on an image captured by QF for text
. QF Bar Code Recognition: read bar codes on images captured by QF.
. QF Quick Forms: permits multiple document classification, as well as include advanced capabilities
such as form recognition, form registration, form removal and optical mark recognition.
. QF Document Classification: designed for clients who deal with multiple forms, and will recognize
and process multiple document types.
. QF Annotation/Bates Numbering: The Bates stamp option is a document auto-numbering
annotation option
. LaserFiche SnapshotTM creates archival images of electronic documents for full-text indexing
Distribution Pluf! Ins
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. LaserFiche WebLinkTM provides secure document access to remote offices, clients, even the public, via
standard Web browsers.
. LaserFiche PlusTM CD publishing offers document portability, simplified disaster recovery planning and
improved business continuity.
. LaserFiche E-Mail Plug-inTM allows instant electronic document distribution via standard MAPI-
compliant e-mail applications.
. LaserFiche COLD/COLD PlusTM archives machine-generated reports to digital media, eliminating great
quantities of paper reports, cutting storage costs and allowing immediate report retrieval.
. LaserFiche COLDLinkTM delivers maximizes COLD productivity benefits with single-interface access
to COLD and LaserFiche imaging databases.
Workflow
. LaserFiche Workflow: Efficiency and accountability-enhancing document routing, e-mail notification
and audit trail reporting.
. LF Basic Audit Trail Module: Administrative monitoring of all LaserFiche document activity. LF Basic
Audit Trail now captures...LOGIN, LOGOUT, MOVE, COPY, RENAME, DELETE, CREATE, VIEW,
and MODIFY
. LF Advanced Audit Trail Module: LF Advanced Audit Trail adds the following event capture
capabilities to the Basic Audit Trail module...SEARCH, PASSWORD, FIELDS, ANNOTATE,
MIGRATE, and EXPORT (client-side export, e-mail, and print logging).
Intel!ration
. LF Integrator's Toolkit: Tools & documentation necessary for customizing LaserFiche
MCCi will be happy to quote any of the above options, with the associated training expense upon your
request.
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3. LASERFICHE SOFTWARE UPGRADE. When software is upgraded, the old copy of the software must
be returned and will no longer be a valid copy. Proof of previous purchase is required to receive upgrade.
Upgrade credit applied towards new purchase is 100% of original purchase price. The difference between the
new system (server, full and retrieval users) price and the old system (server, full and retrieval users) price
must be greater than or equal to 10% of the new system price. Otherwise, a minimum software upgrade
adjustment will be applied to comply the 10% price difference requirement. One year of LSAP must be
purchased for new products when upgrading. LSAP of the original product will not be credited. However,
remaining months of LSAP can be applied towards the new purchase of one year of LSAP for the new
products.
4. SOFTWARE SUPPORT. Software Support for the above software packages is offered by MCCi and
Compulink. (Developers of LaserFiche software) Any Updates requiring shipment of Software requires Client
to pay shipping costs. LaserFiche Software Assurance Plan (LSAP) includes: Telephone or E-Mail support
for software related issues, All new software version updates, 24-hour FTP and web site access and Technical
bulletins and newsletters
5. SOFTWARE INST ALLA TION. MCCi will install all software outlined here in. If additional software is
needed to bring the site up to specifications customer will be billed accordingly.
6. END USER TRAINING. MCCi will provide instructor-led hands-on training in the operation of the
LaserFiche Software and Plug-ins. Training arrangements will be dependent upon number of users
purchased. Training will involve demonstrating the setting up of volumes, templates, and folder hierarchy.
Training also includes how to Scan, Optical Character Recognition (OCR), Index, and Search the documents
and more.
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7. SYSTEM ADMINISTRATOR TRAINING. MCCi will provide a one day training session to your
organization's Systems Administrator. The Training will include Configuring LaserFiche System, Database
Maintenance, Security Settings, Data Back Up, Methods of Communication for LaserFiche Software Support,
and Solution Development.
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8. SITE PREPARATION. Site should be ready for installation according to specifications outlined within the
LaserFiche brochures listed under "Technical Specifications". Any additional work by our IS installation
team not covered in this contract, ie: Network modification and reconfigurations; will be billed at $125 per
hour.
9. PERSONALIZED PROFESSIONAL SERVICES & SUPPORT PACKAGE.
. Solution Development/Consultation. MCCi will consult with end users, retrieval viewers, and also the
System Administrator, in an effort to develop strategies for Document Management prior to the initial
installation and user training. This includes: Researching various documents in order to determine
desired organization and retrieval capabilities of those documents, and Consultation on the indexing of
documents (Our experience in indexing is invaluable). This service is a session that involves showing
you how MCCi's other customers are using their systems, and also many of the solutions that we have
developed for customers, such as the development of a Records Retention program within LaserFiche.
We also refer to this as a "hand holding package" for the first year after system implementation.
. User Telephone or E-mail Support: This service is offered by MCCi to augment the LaserFiche
Software Assurance Plan. This service provides for MCCi to provide Telephone (or Email) User question
support by the next business day for questions relating to the use of the software which is not covered in
the Software Support.
. Remote Access Support: If your system meets all requirements MCCi will include the installation and
training on the use of Remote Access Software. Remote Access Software will let MCCi provide helpdesk
support remotely. It will allow our helpdesk to be more efficient and reduce call times by enabling our
helpdesk to take control of your machines remotely to resolve problems faster. The use of Remote Access
Software can save you both time and money by reducing the delays in resolving software issues without
costly on-site visits.
. Annual On Site Review & Analysis: This annual service is intended to ensure that your organization is
using the system to its fullest capabilities. MCCi will access your system to review and analyze how your
organization is using the LaserFiche System in its day to day operations. MCCi will identify any
potential problem areas and make recommendations for better use of the system. MCCi will provide any
additional training necessary for making recommended improvements and also task specific training that
you have requested. MCCi will review your organizations database backup procedures to ensure the data
backup is being performed as recommended. MCCi will also provide consultation with members of your
organization to assist in developing Document Management solutions specific to your needs. This
analysis is designed to be implemented 6 months after the initial LaserFiche Software installation, and
would be performed annually after that date, if the client chooses to renew the package after the first year.
10. RECOMMENDED HARDWARE SPECIFICATIONS. MCCi will provide necessary consultation as to
the compatibility of current hardware with the LaserFiche system. Changes and recommendations will be
made at the time of consultation. See system requirements below. Please keep in mind that these are the
minimum system requirements. All scanners also require the ScanConnect Software, which is quoted below.
CLIENT REQUIREMENTS
Operating Syslem: Windows 98, Windows NT (service pack
5 or higher). Windows 2000 or XP
CPU: Pentium n 400 MHz processor or Faster
Memory: 64 MB RAM;Communicarlons: TCPßP
Web browser: In.emet Explorer 4 or higher
SERVER REQUIREMENTS
Operating System: Windows NT (service pack 5 or higher) or
Windows 2000
CPU: Penrlum m 700 MHz processor or Faster
Memory: 128 MB RAM minimum; I MB per addilional user
Communications: TCPßP
FOR LF UNITED VERSION ONLY: Dalabase Engine: MS
SQL Server 2000 or MS SQL Server 7 (service pack 3 or
higher)
WEBLINK REQUIREMENTS
Operating Syslem: Windows 2000 with Intemet InFormation
Service 5.0
CPU: Penrlum UI 650 MHz processor
Memory: 256 MB RAM
11. HARDWARE. Hardware prices do fluctuate frequently. Pricing will be confirmed prior to order. Support
for all Hardware is provided by the hardware manufacturer and is the responsibility of the Client. Warranties
for all hardware can be quoted upon request.
12. PAYMENT & BILLING TERMS. MCCi will invoice fifty percent (50%) of the total contract amount
upon scheduling of installation. Remanding amount will be invoiced and billed upon completion of
installation. Payment will be due upon receipt of an invoice.
MCCI DOCUMENT SERVICES
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1. INTEGRATING WITH LASERFICHE. MCCi will scan and integrate the documents with
LaserFiche's Software and provide the Client with the most powerful index retrieval search engine
available with the following features: intuitive browse window, index cards, and fuzzy logic. The search
engine will allow the Client to search thousands of documents at one time or a select field of documents
using: text, proximity, wildcard, fuzzy or Boolean search logic. The Client will be provided with one CD-
ROM with text documents linked to Images. Please be aware that MCCi charges per scanned image,
single pages that require multiple scanning (ie: multiple documents, & multiple documents that share a
page) will be billed accordingly. Handwritten documents will be searchable by keyword index only.
2. LASERFICHE WEBLINK. MCCi will post the database to the web for a minimal annual fee at
www.mccinnovations.com. The database is updated at the same time as your LaserFiche account. The
Client may create a link to this site at no charge.
3. DELIVERY. MCCi will deliver the documents integrated with LaserFiche within 90 days after receipt
of the printed documents. Should MCCi require additional time, the Client will be notified immediately.
The delivery for updates to the database will be 60 days.
4. PAYMENT & BILLING TERMS. MCCi will invoice project with shipped. Payment will be due upon
receipt of an invoice.
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LASERFI CHE SOFTW!ÁlíiE: m;,:,m
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The below prices are based upon our SNAPS II agreement which will expire 9/1/2004. Prices subject to change
after this date.
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SOFTWARE
Ia LF Standard Server (MS SQL Version, requires the City own/purchase MS SQL)
~ 3 LF Full User ($470 each)
!XI 5 LF Retrieval User ($188 each)
~ LF 3 User SnapShot ($94 each) *imports documents/rom computer
~ LF 8 User E-Mail Plug In ($75 each) *requires MAPI compatible e-mail
13 LF Scan Connect (required for each scanner purchased/utilized)
Total Software
ANNUAL SOFTWARE SUPPORT
~ LF Standard Server Priority LSAP
!XI 3 LF Full User Priority LSAP ($141 each)
a 5 LF Retrieval User Priority LSAP ($56 each)
/XI LF 3 User SnapShot LSAP ($19 each) *imports documents from computer
ŒI LF 8 User E-Mail Plug In LSAP ($15 each) *requires MAPI compatible e-mail
Total Software Support and Updates
For budgetary purposes, the Client should include this amount in annual budget for renewal
of LSAP of the above quoted software.
$5,640
$1,410
$940
$188
$600
$159
$8,937
$1,692
$423
$280
$38
$120
$2,553
HARDWARE: Hardware prices do fluctuate frequently. Pricing will be confirmed prior to order.
Note: Upon discussion with the City's IT consultant MCCi recommends the City purchase a new server for use
with the LaserFiche Software. It is also required that the City purchase and install the Microsoft SQL software
for use with the LF United Version as quoted above. Please contact the City's IT Consultant to obtain pricing for
the server hardware. The IT consultant can contact MCCi at any time for configurations and recommendations.
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DOCUMENT SCANNING HARDWARE: Hardware prices do fluctuate frequently. Pricing will
be confirmed prior to order.
0 Scanner A: Fujitsu fi-4340C, includes SCSI Card & Cable
40 ppm / Black/White & Color I Maximum paper size 8 Y:z" x 14" I 100 page ADF
0 Fujitsu- Basic Onsite SVCAGR P&L 4340C 4hr resp 1yr
a Scanner B Fujitsu 40970, includes SCSI Card & Cable
50 ppm / Black & White I Maximum paper size 11.7" x 17" / 100 page AOF
0 Fujitsu - Basic Onsite SVCAGR P&L 40970 4 hr resp. 1 year
INSTALLATION, TRAINING & SUPPORT SERVICE:
Œ] 2 days Installation & Training of software, 8-hour day or less, additional hours $120 each
Œ] Personalized Professional Services & Support Package (PPSSP) 20 hours
$3,954
$880
$5,375
$880
$1,880
$2,260
PAYMENT & BILLING TERMS
MCCi will invoice fifty percent (50%) of the total contract amount upon scheduling of installation. Balance will
be invoiced and billed upon completion of installation. Payment will be due upon receipt of an invoice.
Total Cost with Scanner A (excluding extended scanner warranty)
Total Cost with Scanner B (excluding extended scanner warranty)
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$19,584
$21,005
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BACKFILE CONVERSION: Minutes. Ordinances & Resolutions
*Please note that the below pricing does not include costs for scanning plats/maps that are
inserted into the books. MCCi can provide a quote for the scanning of those documents upon
request,
I!I Removable, regular hard copy documents integrated with LaserFiche up to 34,500 pages
Excess Pages, $0.19 per page
Page counts based upon an estimated 5,000 pages of ordinances, 23,000 pages of minutes &
5,500 pages ofresolutions.
$6,555
a Onion Skin documents integrated with LaserFiche up to 1,000 pages
Excess Pages, $0.75 per page
Page counts based upon an estimated 1,000 pages of ordinances.
$750
a Permanently bound hard copy documents integrated with LaserFiche up to 170 pages
Excess pages, $1.50 per page
Page counts based upon an estimated 50 pages %rdinances & 120 pages o/minutes.
$255
Total Project Cost
$7,560
PICK UP & DELIVERY OF DOCUMENTS: All documents must be prepared and packed in boxes prior to arrival.
CJ Pick up & delivery of documents, per box $5.00 - $15.00
1.5 cu ft box (Letter size/stackable) $5 per box.
1.5 cu ft box (Letter size/not stackable) $10 per box.
2 cu ft box (Legal size/stackable) $7.50 per box.
2 cu ft box (Legal size/not stackable) $15 per box.
Pricing/or boxes that are larger or smaller than above will be determined on request. A minimum 0/$25.00
per pickup and $25.00 per delivery is required.
PAYMENT
Payment will be due upon receipt of an invoice. This project will be invoiced when shipped.
. SERFIC~:S~STEM
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Total System & Backflle Conversion Cost with Scanner A
Total System & Backflle Conversion Cost with Scanner B
Above costs exclude extended scanner warranty
$27,144
$28,565
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The terms of this agreement shall remain in force and effect for a period of ninety (90) days from the date
appearing below, unless accepted by the Client.
Submitted by:
MCCi, a Limited Liability Company
Date:
April 12, 2004
By:
(Signature)
Name & Title:
Lawton Langford - Managinl! Director
Witness:
(Signature)
Noted Items Accepted by:
CITY OF CLERMONT, FLORIDA
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Date:
By:
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(Signature) ~
J.Ùo.\..\.\\e c:::o.u\\àe.rs I c...:\~\ N\Ú«(\Dt~eÁ
Name & Title:
Witness:
~~~
(Signature)
The terms of this agreement shall remain In force and effect for 8. period of njJ\ety (90) days ftom the date
appearing below. unless accepted by the Client.
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Submitted by:
MCCi, a Limited Liabillty Company
Date:
April 12,2004
By:
A~~(
Name &. Title:
Lawton Langford . Man~nn Director
Witness:
Chuo* raW
(Signature)
Noted Items Accepted by:
Date:
CITY OF CLERMONT, FLORIDA
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By:
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(Signature)
Name & Title:
~L..)Q.\..H'\e ~'-'ðf\.df' r-~ c...:\~ rf\Otf\Ol<3e("
Witness:
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(Signature)
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