2005-11PROFESSIONAL SERVICES PROPOSAL
• MUNICIPAL CODE CORPORATION, a corporation duly authorized and existing under the laws of the State of
Florida, hereinafter referred to as MCC or MCCi, hereby offers the LaserFiche Software & Services to THE CITY
OF CLERMONT, FLORIDA, duly organized and existing under state law, hereinafter referred to as the Client,
according to the following terms and conditions.
LASERFICHE SOFTWARE
HARDWARE
LASERFICHE SOFTWARE. MCCi will provide LaserFiche (LF) Software, afull-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.
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 Plug 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-
scannerhybrids and x-ray scanners
• LaserFiche Remote ScanningTM delivers high-speed scanning via WANs 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 FieldsTM automates document sorting and indexing for reduced data entry costs and
manual indexing errors
• QF Annotation/Bates Numbering: The Bates stamp option is a document auto-numbering annotation option
• QF Bar Code Recognition: read bar codes on images captured by QF.
• QF Document Classification: designed for clients who deal with multiple forms, and will recognize and process
multiple document types
• QF Forms Combo: Includes QF Document Classification, QF Forms Processing & QF Zone OCR.
• QF Forms Processing: Includes QF Forms Registration and QF Optical Mark Recognition.
• QF Forms Registration: A type of image enhancement that corrects misaligned forms to improve data extraction
accuracy
• QF Optical Mark Recognition (OMR): Detects marks in form elements such as check boxes -the resulting
information can then be used to populate index fields, determine document names, where the document will be
stored, etc.
• QF Real-time look up: look up and extract data from a 3`d pariy database, verify values extracted from an image
matched values in the 3`d party database
• QF Universal Capture: provides additional scanner support
• • QF Zone OCR: scan a zone on an image captured by QF for text
• LaserFiche SnapshotTM creates archival images of electronic documents for full-text indexing
Distribution Plug Ins
• LaserFiche WebLinkTM provides secure document access to remote offices, clients, even the public, via
• standard Web browsers.
• LaserFiche P1usTM 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 P1usTM 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, a-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, a-mail, and print logging).
Integration
• 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.
• 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)
Telephone or E-Mail support for software related issues, all new software version updates, 24-hour FTP/web site access
and Technical bulletins and newsletters.
5. SOFTWARE INSTALLATION. 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.
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.
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: Operating System: Windows 98, Windows NT (service pack 5 or higher), Windows 2000 or XP. CPU: Pentium
II 400 MHz processor or faster. Memory: 64 MB RAM. Communications: TCP/IP. Web browser: Internet Explorer 4 or
higher
• Server: Onerating_System: Windows NT (service pack 5 or higher) or Windows 2000
CPU: Pentium III 700 MHz processor or faster. Memory: 128 MB RAM minimum, MB per additional user
Communications: TCP/II'. FOR LF UNITED VERSION ONLY: Database En ine: MS SQL Server 2000 or MS SQL
Server 7 (service pack 3 or higher)
• WebLink: Operating System: Windows 2000 with Internet Information Service 5.0. CPU: Pentium III 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.
• 13. 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.
LASERFICHE SOFTWARE FOR
THE PLANNING & ZONING DEPARTMENT
(ADDING ON TO THE CITY CLERK'S SYSTEM)
QUOTATION SHEET
ADDITIONAL SOFTWARE & SUPPORT
^ 1 LF Full Users @ $550 each
^ 1 LF Full Users Priority LSAP @ $165 each
*When purchasing additional full users please keep in mind that additional E-mail Plug In Licenses are required
to be purchased and additional Snapshot Plug In Licenses are required to be purchased as priced below.
^ 3 LF Retrieval Users @ $220 each
^ 3 LF Retrieval Users Priority LSAP @ $66 each
*When purchasing additional full users please keep in mind that additional E-mail Plug In Licenses are required
to be purchased and additional Snapshot Plug In Licenses are required to be purchased as priced below.
^ 1 Snapshot @ $100 each (imports documents from computer)
^ 1 Snapshot LSAP @ $20 each (imports documents from computer)
^ 4 E-Mail Plug In (requires MAPI compatible a-mail system) @ $80 each
^ 4 E-Mail Plug In LSAP (requires MAPI compatible a-mail system) @ $16 each
^ 1 LF ScanConnect *required for each scanner purchased
$100
$20
$320
$64
$ 165
SCANNING HARDWARE: Hardware prices do fluctuate frequently. Pricing will be confirmed prior to order.
^ Scanner: Fujitsu 4120C $1,200
25 ppm / Black/White & Color / 50 page ADF /Maximum paper size 8 %2 " x 14", USB
Fujitsu -Advanced Exchange fi-4120C Post Warranty - 1 yr. $110
• INSTALLATION, TRAINING & SUPPORT SERVICE
^x 1 day Installation & Training, per 8- hour day, plus travel expenses, additional hours $110 each $880
Total System Cost for the Planning & Zoning Department (excluding travel expenses & extended scanner warranty) $4,322
Annual LSAP renewal costs $447
BACK FILE SCANNING SERVICES:
^ Hard copy Address files integrated with LaserFiche up to 36,000 pages $6,480
Includes scanning, indexing by address and prep work (re-prep is not included)
Excess pages $0.18 per page
Please note: If re prep is desired, there will be additional charges. These rates do not include scanning the building plans that
are inserted into the address files, if city desires, these will be scanned and charge out at an additional $1. SO per sheet.
^ Hard copy Plats integrated with LaserFiche up to 1,000 pages
Includes scanning, indexing by 1 field
Excess pages $1.50 per page
Total Back File Scanning Costs
$ 550
$ 165
$660
$198
$1,500
$7,980
PAYMENT & BILLING TERMS
MCCi will invoice 50% of the total contract amount upon scheduling of installation. Balance will be billed upon
completion of installation. Payment will be due upon receipt of an invoice.
Total System & Back File Scanning Cost for the Planning & Zoning Department
. (excluding travel expenses & extended scanner warranty)
$12,302
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 -MUNICIPAL CODE CORPORATION
Date: June 10, 2004
By:
(Signature)
Name & Title: Lawton Langford - Managin Director
Witness:
(Signature)
• Noted Items Accepted by: CITY OF CLERMONT, FLORIDA
Date: ~-~8'~a.~
By:
(Signature)
Name & Title: ~ ~ (~ q
t
Witness:
(Signature)
From: 850-575-8852 To: 13523942379,543 Page: 6/6 Date: 5!16/2005 3:51:55 PM
• The terms of this agreement shall remau2 ita i'ot~ce and effect for ~ period of ninety (90}days fmm tl~a date appearir~ below,
unless a+~cepted by the Cliant
Submitted by: MGCi - M'UAiICIPAL CODE C4X~PORATION
Date: June 10, 2004
By:
(5i
Name & x'itle: t~,awtgn~a gford - Managing Director
r~
r ~
Witness:
(Signature)
• Noted ltrms AcceQted by: CITY O~ CLERMONT, FLORIDA
pate: '~'l8'~°~
sy:
(Signature}
Name & Title:
Witness:
(Signature}
•
This fax was sent with GFI FAXmaker fax server. For more information, visit: http://www.gfi.com