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Item D - CPS Amendment
40, SEAG'efq'. u �cs1 AGENDA STAFF REPORT '�C4C FOR�?�Pi DATE:, July10, 2017 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Robin L. Roberts, City Clerk SUBJECT: Complete Paperless Solutions Agreement Amendment 2 — Laserfiche Upgrade SUMMARY OF REQUEST: That the City Council adopt Resolution 6746 approving Amendment No. 2Nof the agreement with Complete Paperless Solutions (CPS) the City's Value Added Reseller (VAR), to upgrade Laserfiche to the Avante product. BACKGROUND AND ANALYSIS: The City of Seal Beach has been using Laserfiche as the major software program system for the management of City electronic records/documents since June, 2005. On September 13, 2010, through the competitive bid process, the City Council. adopted Resolution No. 6053 approving a 3 year annual Laserfiche Software Assurance Plan (LSAP) and service support maintenance agreement with CPS in the amount of $12,500 per year. On September 14, 2013, the City administratively approved Amendment No. 1 to the agreement extending the . term through September 13, 2019. Since 2005, Laserfiche has continually upgraded the base software solution in addition to creating newer products with increased integrations, automation, security and rule's based workflows that promote productivity. By leveraging our existing investment in Laserfiche, upgrading to the Avante platform will provide enhanced business processing solutions which can increase overall . organizational use and efficiencies, in addition to securing City records: The Avante solution security and auditing features will facilitate the Police Department to use the system along with all departments. Additionally, once the upgrade is complete, the City Clerk's office will be using the system to support adherence to the City's Records Management and Retention Policy. ENVIRONMENTAL IMPACT: There is no environmental impact related to this item. Agenda Item D LEGAL ANALYSIS: The-City.Attorneyhas reviewed and approved as to form. FINANCIAL IMPACT: The proposed system upgrade will have a one=time cost of $32,022.33 which is offset by a credit of $12,500.00 for the Annual LSAP for FY 17/18, or $19,522.33 and an, annually licensing, increase from $12,500 to $15,294. The cost of this upgrade was approved in the FY 2017-18 Budget, Account 01-020-44000. RECOMMENDATION: That the City Council adopt'.Resolution 6746 approving Amendment No. 2;of the agreement with Complete Paperless Solutions the City's Value Added Reseller to upgrade Laserfiche to the Avante product. SUBMITTED BY: NOTED AND APPROVED: `I da „ raj WA Robin L.-oberts, City Clerk 3'. Ingram, City 111, ager Attachments: A. Resolution 6746 B. CPS Agreement, Amendment 2, with exhibit C. "CPS Agreement D. CPS Agreement, Amendment 1 Page 2 "Attachment A" RESOLUTION NUMBER 6746 A RESOLUTION OF THE. SEAL BEACH CITY COUNCIL APPROVING AMENDMENT 2 OF THE AGREEMENT FOR PROFESSIONAL SOFTWARE SUPPORT SERVICES WITH COMPLETE PAPERLESS SOLUTIONS FOR LASERFICHE WHEREAS, Complete Paperless Solutions, LLC (CPS) currently provides certain professional services to City pursuant to a Professional Services Agreement between the Parties dated September 13, 2010 ("Agreement"), as amended pursuant to Amendment Not 1, dated September 14, 2013; WHEREAS, the Agreement provides certain software support services for City including Laserfiche ("Software Support Services"), with a contract term of three years; WHEREAS Amendment No. 1 , effective September 14, 2013, provides or an extension of the original term of the Agreement for an additional 6 year's, and payment of an amount not to exceed $12,500.00 per year for all services satisfactorily rendered plus additional license or module costs; and, WHEREAS it is the mutual intent of the Parties to amend the Agreement as provided below to modify the Software Support Services to upgrade Laserfiche Platform to Laserfiche Avante. THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE: Section 1.. The City Council hereby approves Amendment 2 to the Agreement between the City of Seal Beach and CPS for Professional Software Support Services and Laserfiche Licensing. Pursuant to the proposal referenced as Exhibit B there is an additional one time cost approximately $20,000 and the annual licensing cost increase from 12,500 to $15,294. Section 2. The Council hereby authorizes the City Manager to execute the Agreement. PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a regular meeting held on the 10th day of July, 2017 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Sandra Massa-Lavitt, Mayor ATTEST: Robin L. Roberts, City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Robin L. Roberts, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution Number 6746 . on file in the office of the City Clerk, passed, approved, and adopted by the City Council at a regular meeting held on the 10th day of July, 2017. Robin L. Roberts, City Clerk PROFESSIONAL SERVICES AGREEMENT AMENDMENT NO 2 Between ---c ii ��. .._Pu* yes ��:, .at ''e9OfitY.*P_ City of Seal Beach 211 - 8th Street Seal Beach, CA 90740 Complete Paperless Solutions 4025 E. La Palma Avenue, Suite 204 Anaheim, CA 92807 (866) 661-2425 This Amendment.No. 2 ("Amendment No. 2"), dated July 10, 2017, amends that certain Professional Service Agreement by and between Complete Paperless Solutions ("Consultant"), a California Corporation, and the City of Seal Beach ("City"), a California charter city, (collectively, "the Parties"). 1 of 3 S7296-0001\2085818v1.doc RECITALS A. Consultant currently provides certain professional services to City pursuant to. a Professional Services Agreement between the Parties dated September 13, 2010 ("Agreement"), as amended pursuant to.Amendment No. 1, dated September 14, 201.3. B. The Agreement provides certain software support services for City including Laserfiche ("Software Support Services"), with a contract term of three years. C. Amendment No. 1, effective September 14, 2013, provides for an extension of the original term of the Agreement for an additional 6 years, and payment of an amount not to exceed $12,500.00 per year for all services satisfactorily rendered plus additional license or module costs. D. Itis'the mutual intent of the Parties to amend the Agreement as provided below to modify the Software Support Services to upgrade Laserfiche Platform to Laserfiche Avante. NOW THEREFORE, in consideration of the Parties' performance] of the promises, covenants, and conditions stated herein, the Parties hereto agree as follows. AMENDMENT NO. 2 1. Section 1.0, Scope of Services, of the Agreement is hereby amended to add Subsection 1.1.1, Service Upgrade, to read as follows: "1.1.2 Avante Upgrade. Subject to the terms and conditions set forth in the Agreement, Consultant shall perform and complete in good and workmanlike manner an upgrade of City's existing Laserfiche Platform to Laserfiche Avante ("Avante Upgrade") as set forth in Consultant's June 26, 2017 proposal, attached hereto as Exhibit B and incorporated herein by this reference as though set forth in full. In the event of any material discrepancy or conflict between Exhibit B, on the one hand, and any provision of this Agreement or the Contract Documents, on the other hand, the provisions of this Agreement shall prevail." 2. Section 3.0, Compensation, of the Agreement, as amended pursuant to Amendment.No. 1, is hereby further amended in its entirety to read as follows: "For all services satisfactorily rendered, City will pay consultant an amount not to. exceed $15,294.00 per year, provided, however, that this amount may vary due to the acquisition of additional licenses or modules approved in advance by the City or an increase of the license cost by the software manufacturer (Laserfiche Avante). 3.1.1 In orderto implement the Avante Upgrade, there shall be a one- time cost, of $32,022.33 with a credit of $12,500.00, or a net charge of 2 of 3 97296-0001\2085818v1.doc approximately $20,000.00, for the turnkey solution as set forth on Exhibit 3. Except as expressly amended byithis Amendment, all other provisions of the Agreement shall remain in full force and effect: In the event of a conflict between the provisions of this Amendment No 2 and the provisions of the Agreement or Amendment No. 1, the provisions of this Amendment No. 2 shall control. IN WITNESS WHEREOF, the.Parties hereto, through their respective authorized representatives have executed this Agreement as of the date and year first above written. CITY OF SEAL BEACH CONSULTANT By: By: Jill R. Ingram Steve Hines City Manager President Attest: By: Claude Schott By: CFO Robin L. Roberts City Clerk Approved as to Form: By: Craig A. Steele City Attorney 3 of 3 S7296-0001\2085818v1.doc Exhibit "B" " -.tr." 9 .M1r aN��F '• mau-'j ' iZf :.a � " 1 e 110 a 1 4 es. �an' I ,. i n - '�• -- �_ °a �x " ' III 'w- Y'14 /M�1 �■1/ 1.1.11`11 I y,I 11 �� . �„ft; {').`3Nu.Y An� m 'C,d .,A' �4�1. $�llr f t£Chxe I1 '. 1 ,,. " Iry ,. e..ti ? 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I I J Ull�rl 1 (97 'l I - 4 {t lliI411'11 n111 pf1131 'irinl Nd JuLldl III' cP I. 11 I I f BY C©MPLE'rPP- PERLES SOLUTIONS) A ;ticu 11 CALIEORNIAP' 1',4{4n4 �. , ur '� ✓p '_F'd-,�it,.; ; 1°"11r4�T {' ltd it A�1 K,iN` hI �4,al1e: I I: j 1 nn• I �1 4 `I'1 �11y+ f,� t �: , +r Nw�1l 1a�I> -`���m�Y...l._?i0^A4:s.30:i151JNII,..AMNmW..YA 1111 N p 1A,KI{YdV4nu1�8 11v a III^}tu l`4Sldn•11 June 26., 201,7 Pricing i i a. Software Description ' _ - _ Quantity .Public Price AVANTE Laserfiche Avante SQL Server,intl.Workflow 1 55,000.00 Laserfiche Named User,incl.Snapshot,Email and WebAccess 20 512,000.00 Laserfiche Additional Database _ _ 1. 51_,000.00 Laserfiehe Advanced Audit Trail _ __ 20 _ 52,000.00 ..Laserfiche ScanConneet-5 Pack 1 __ 5660.00 Laserfiche Standard Public Portal—25 concurrent read onlv.users 1 S25,000.00_ • Laserfiche Plus Plug In _- _ _ 1 53,795.00 Sub-Total Avante $49,455.00 __ _ _ CREDITS_ _ __ __ _laserfiche United _ _ _ 1 (57,250.00) Laserfiche Full User _ _ _ 1 _ (5550.00) Laserfiche Full User _ 3 _ _ __ (51,950.00) Laserfiche Plus Plug In __ _ 1 _ ($3,795.00) Laserfiche Read Only User ___ _ 2 (5440.00) Laserfiche Scaneonnect _ _ 1 (5165.00) Laserfiche Email Plug-in _ 9 (5720.00) Laserfiche Snapshot _ _ _ 9 _ _ (5900.00)_ Laserfiche WebLink _ _ -- - 1 (57,995.00) Laserfiche WebAccess 1 (57,995.00) Sub-Total Credits ($31,760.00) Total Avante System $17,695.00 ) cps I Compete Paperleea Solutions .t- City of Seal Beach h. Professional Services-PD Implementation Description - Days Total Cost Laserfidhe.Upgrade and Training 0 $0.00 Laserfiche-PD Set up end Implementation 2 53,200.00 Total Professional Services $3,200.00 C. Support and Maintenance Description Quantity Total Cost Laserfiche Avante SQL Server,Incl.Workflow Basic LSAP 1 $1,500.00 • Laserfiche Named User,incl.Snapshot,Email and WebAccess Basic LSAP 20 53,600.00 Laserfiche Advanced Audit Trail Basic LSAP 20 $600.00 Laserfiche Additional Database LSAP 1 5300.00 Laserfiche-Scanconnect-5 Pack Basic SAP 1 5199.00 Laserfiche Plus Plug In Basic LSAP _ _ __ 1 _ $1,$95.00 Laserfiche Standard Public Portal-25 read only users Basic LSAP 1 57,500.00 _On-site Support-1"year free 1 $0.00 Sub-Total Avante LSAP $15,294.00 Laserfiche Support Credit* _ 1 ($4,166.67) Total LSAP $11,127.33 *Laserfiche support credit is based on your Laserfiche software.renewal date:7/16.Based on your current Laserfiche configuration,your annual support cost is$12;50000 or.$34.72 per day.Please note that this credit amount will be diminished by$34.72 every day until the renewal date.Avante upgrade requires LSAP to be • current. cps I Compl PanPanful=Solutions ete -2- City of Seal Beach • • d. Turn Key Solution Description Total Cost Lascrflche Software $17,695.00 ProfessionalServlces $3,200.00 Laserfiche Support(LSAP) $11,127.33 Total Turnkey Solution $32,022.33 e. Current Configuration Cost Add-On Modules Public Price LSAP Laserfiche Additional Database 53,000.00 $900.00 Laserfiche Full User(S) $3,750.00 $1,125.00 Laserflche Advanced Audit Trail $7,99500 52,399.00 Laserfiche Read Only User(10) $2,500.00 $900.00 Professional Services _ 53,2.00.00 On-Site Support $2,662.00 Total $20,445.00 $7,986.00 CPS I Comoete Paperress Solutions -3- City of Seal Beach a luawa6euew ssa)oad ssau!sng juawabeuew auawog 6wbewi,wawmop pJeMJO4 uoi}eziuebio anup 000,000 00 0 0000Od00 000000.oo06 . 00O 0000- O ) 0000 000000 01 0000 • 0070000 00000 ' 000000 000000. 000000 .000000 000000• 000000 (2° 2°0.3 000000 0 000 0 000° 000000 000 0 000 0 0 000 0000000 000000 000000 000000 000000 0000Qo 000000 0000.00 000000 000000 o00000 " 000000 000.00o 00.0000 000000 000000 000000 O 000000'0 oC 00 o 0 'C 000 0/ 00 .C 000 0 0V C' 00000 00000 000000 000000 0010000 0 .000 .001. 000000 000000 0000'. 0 00000 ,0 00000 . . 00000 0000c 00000 0000C 0000 . 000C 000 nni • A Simple;;Elegant Approach. • . - to Information ,Management - Mentyymrs ago the agile approach to iru rmatnn manag nwnihin _, - c - _ _ do omen iron qa tlu ability to.to me ft paper dotal neeta rota digital lrugea, • - . _ -' Laserfiche Ava nteit a eattfng-eege solution oa,tngs vga spare and mtnewliime: - ,t that aombfnes co mpm_he naive content manag omen lunch on nifty with business process management IMPMI teals to both manage and process Ten yen aga,a la cm arutrrns made the leap to document management— - - • Information'-turning,it into-on asset that enables efficiency and smart r echol7 that manages imageo and electronic documents throughout their '' • a - - _y . .._- - z decision making oipanizatlon-wide.. , lfe note s.in-4ana°cone ldmo,iccess control isecurit,l and archniy'. - Today,s.x-essfut crranl atans need more than accument management: Me)Oe...ect to eptimue the ecnpn making process bv,getting the right - - -intent— heher structured crunstructured paper a retec(mnk,audio - K _:ee pact pnato yrich OFe-mail—into the n ha g ht ndsatth r e right time. - - 'I \ 1 i1µ sI Vvvvvv l � ��y �`��( ill. 1:11 srr-n .DOCUMENT IMAGING.I. \ \1R)\\ 4 L1e,14` \ ( Tirfil://111' LLIII 'ComBrtS papMtloCUmanIS lMO an MPChDnit or t , 1 t I\;th`1��' I. l�I . 15 digital format, r te) sl 'V rtkI ,tlty..A T �� 'rY, :r - 1I6 11�� f �.y{ t �i t I � rsrr.r. D000MENT MANAGEMENi- a_ _' l r� y�tLll,- tilt,p, ��i :•�1' FISa i�' �.1 I��q Y.'11rF�, rnr Manages documentslphysiml or digital)throughout, f ..«� 1 '3. {"-.Hi'a,�'I A .✓`+ `��. „nor, P 25 'their life cycles. ti ` •B \ti t st t:-u BU9NE5G PPGC65MAIUGEMENT 1 I : c�:r*- J % ` i fY ` s tr'.y `APPhes workflav technWOgy to mutant related_• ' � jQ �._. .. �.a_a i� 45 Processes in order to standardize and optimao mom:. -'. 1 .4 �►°f I • 4 — 1 �_ qi s �� y Qr 7a�/ •. a 'I t r ' r f a a lr� 'M�' SF F=0 LASEAFlCHE AVAN7E ® d e i 7 y t it u: I rill Manages alt organizational contentthroughoul its — ./. tt !'y f+z _ f � �, �. �` - _ _ _ k ccleincludingeequston.Ming octets control mutiny losing 8ng: PMI end eRh "'r s • The Laserfiche Avante Advantage.. , - - . - ■ ■ Putt the information you need hoistpnpecentl electrdnic tleeumenK - ' ' 'Fa as Functionality„Meet Flexibility Cp Forms _ _ t 'E=meils - Third;party databases and applications Ebery orginiietianhis its own unique Laserfidhe Avante empowttsyaur needs.Some are looking fore secure organization to operate more efficiently; -_ content rt osit seine-need o a - Stoleandarchiveorganizatiorial content for ton¢term p oug printery to access et.ctivey and „,mlifeeb by_.. 'retention-with: - information Umugs primary Cosiness. applications sucnas GlSca CRM,and Managing'alo ganua venal_ ., Goth• r DOD�I&2 certified race ds management Tome want loanable repeatable processes ;structured and unstnict_ure_d—throughout Sore, :.. Archiving and distribution tools such as case management,contract its Lifac`c.: management,AP:piocessing and more. - ,'"Ensuringttat informationis an asset = • tsser/kheA anb ts we syWm that is consistent,reliable;useful end,. that can he eukate and easily roMtgrtred to available Underpin yourinformation governance strategy withcomprehensiee meet arty needs:tnaddirion - - security features such as: - _.. • Facilitating compliance withlailsafe ., to industry-leading content management n rohol ustare,rttrieveantl secure your security o tla_.,._ ._.__ x Rolc?basetl authorization' help Yo , 'Access control information,L_serfiche Avante includes r Integrating With the Secure , pni+lagetleleganon. sophisticated workflow toolsro automate g • , Security watermarks' • p - i applications employees use every day. - Y , -._ content-c—MCbusinessProcesses ; ,DoGSG22.22 compatIDa¢aan pretends hi b' i „' AudltTrails` white manse increased visibility into 'StrwmlinmgoNe-epresbyamomaxing - t� onoo' - - performance, _ _ "manual,repetitive processes, Instantly search and retrieve information in your office. ,_ on your mobile device or over,the Internet using; - , Indeiing, ` _ Search b- , Properly/metadata search _ _ Remc,e / Full test se rch - /- _ - ^c. v. _// , Advanced search , Searcitaolbar` - - , 1 �, - .� - -. c t 1.,f a®3. Automate resource-intensive processes by configuring workflows ® - , - _ thatpertormapedfimi actions at appropriate times; th' ' ®• 92r ' , , Routaa tlocumanttoe specificusar „ •_ d r sl � i"y "_ re ■ Paputata a held • _ t':- r , 5, R +. nutomalb', , Addaiag - _ - Ant e +-+® r £e Qx.. ♦ _ _ _ - , Sand an a vita - _ y :i Exchange ita rm at n with other business-critical applications a 1 vi j- h': -• F a a -[Y It •I lit3Atin. ''lc- " -T- T- . ' it. • -a .7.' t t--„ - -rPRTirr...Aillirnfr•-. ' - - - - ±...14 YOSR,.„cra.'.". '-,,F,.. - k',7' . 1 . .:----;- .4'. -IV . 4).720 -ki..F.--1-:.7 '•----...," - - - . . . • -:--.& o - S.i .::;-.i\-*= • .-;'' 5- -: •: ,,,,,.• -i.C: a r;-•-'d ;71'. ',;I' --"7' - Worldlow = Efficiency . . • i.-kt,...t., A.-effi.f.4h.14.,---..,-.t.- ... ..,.. , 4 •:- .-,.„: -.4. .,__?, cta_t‘-..'I_ ...... .-, _1,s,m:7,:,,C - - .. . _ . • . . . - . . • _ - ,• s . Easy to Design, Configure and Extend With cm-a-Jrtut trail ness pmcess ma na:e ment teas's. t Incma'sse praiuctwily by automating . , , . ... • Lase Utche Avante int.;m te s beth structural and soma I.repetitive process es. , - unst run ureu content into the flats at-.a cur business . ' More than just simple wgrkfloivautorashon;Laserfiche Workfltny. 'pm:asses,so you enhance pteductiCittimprove . model.etic-ute and manage business - , .. . . . _, . buildson the capabilities of Microsoft NET to stamina/karate eltidency and minicram OM Mead. a processes nithaut'an nag cede. . with your(Moan systems;business rules and data .., . . . . . • . ... _ .. , . usedidle Avate'svatrldt.w.engine efts.,tines you t Trig...Yet we Monts basec on actions taken • . a clatfcm,m map.at:deland mans.e our business in thiro.partg applications tile CRM,Ob. - . - pm:asses in Omer Ic obtain a better E R P and more. •. . .• , Ia....a- „. N.boor to schwa your cnerall azata.'utur business- . • pm:asses become Mere efficient alma,,e u use your :. - . 05/4.1d•_.r.Xis;•tio 1:P-- -2 : 01&,-se . _ . rea ouryes mare effective& * ' - . a%Y.-qua el. . , . . , . - • • - _ - . „In--- . ita=tafamemi_ - ,• 1, i - . - .....,.... , --- * 1........ • v •-.........- • . , ' • I j'tr. 1 1 ...se uren■......--1 i. -.... 1 i I I ' 1 i . - . ......- ...1„-, —_-- ---. i % :Zice4 . k. . -” ..‘1%144. -N.,..'se‘ :'... . , :::::! i It • t si'..\''Ikt. ,,. - -......... a t.- -t-- . •...,...... --.1 - .— I__T_I . . -7 I , A ‘ t\‘ '• - - S- •."\-,- -H,N . -:----4--;"*".....„_. ---4...... . i ol I ?‘,' . ".. ' , - •--...,. .‘,"...7+. 1 -.1.---.- .... • ■ -7— . i .., : . . trt ,,. ..,..iii f.. :r ‘ I.: 1 cic.:*A.:\ :...7.,..\_ ,...", . . ,,,,,,,, ,,,,,,...,..,,,,•.. i_el_, . . . . ,..' ZI tiha 1.C . • 7 • • ■ ■ • ili ,ett Buitttin activities help you A graphical Worttflan iiiirl worichows v b quickly, Desiiner enables you Laserliche Wo- rkflow builds on the capabilities ,- . - . while extensible_r,aralces and _, , a built.in script editor supportcustomCdand VB.N1T scripting, to emote workflows b — flowchaning your business processes Xtith an intuitive — interface for testing . . . of WindowsWorttitorr Foundation(WEI so you can Wend its functionality to all■ •-•,E \ , , , modifying end supporting your line-oftbusine.s• apdlications. -----. worldlowamhdha - --- - fr • , - \-,y%._,\. • --- _' , ---- , - , d ) :I ",. :'• . LaserficheAvante;at Work ° r Organizations across a.weatthbt industries use Avante CO drive;efficiency;cut'codts - - - _ •and streamline repeatable processes.The following are just a few examples of how.. < -, _ � � y Laserfiche Av ante.can-tran-form the way your organization operates. _ - " - ..(/� - Government . - - . - - - - ryMi - Healthcare.• 66 We are so busy with wtlt a small staff 1. 3 V/e use Avahle to prMilds the managamettt Laserfche AVante mowsgovemmentagencies Y Quickly connecting staff with critical information team withacom rehenstte overview of " EafoMfntling minting With its powerful that we're looking for ways to do more P is the key To cast a0ecliveq delivering top;9uaiity, worNmwengine and ability to integrate with with less.Laserflctle does that lotus. the company's workflow:including where medical care Leading healthcare organUetions wide variety of enterprise applications,Leserfiche With Annie,we're set to experience i locomen Ls era,who is working on each ofaltsizes are turning to Caterfiehe Avente to Avante can be used to execute repeatable - document and the len of time it takes. •drematicaly improve their business productivity full Rol within 2 Ye years.99 I. tph "processes na consistent manner across the and responsiveness' end o Gminn rcwurta eHrtren Y ra Anstns Town- y—_ �.IN — •I ,O to process each Anderson Sdpeve lopinrn6yCNta0'� Accelerate rymente Les rg p g ry,cost increased end servre tlebyery, Assistant Town manager/Lit IBrowna pay y[ by scanning charts : ' and other documents at the point of service.and ! Accelerate finance pronases,shortening.. automellcet mute them through verification, collection rimes and reducing banking tee coding end workflows: s Elimnate hottfenacks when reviewing, y Improve patient service by automatically.sending approve ng end issuing permits,improdng' . - test results and important updates to physicians customer stroke'. NM as soon as the information is received. a Simplify contract creation using a master t Speed the healthcare providercredentoling template and clause library. process by muting application packets through the review and approval process Financia[Services nil Commercial W 1l a firm has a process that Involves 66 In the past,employees would physically _ beset-hche Ave to improves productmy at .. walk hard copy folders between As businesses grow and change,so does the multiple touches,multiple points - I - linandal services firms enabling employees to -- departments on the plant floor.It was amount olintormahonlheyneed to Pryce~santl of entry lime sensitivity;then hard to figure out which departments manage. -spend less time shuffling papers and mom .n - - - 5uttesstulbusinexxscounton Laseriien¢ the pmhtable'clientfacing activitiesthat del'ner: Ann it's werkllow capability is a viable_ • rename to satisfy the needs of staff,administrator; had seen what,and where exactly results. solution to slreampn-C--piecesiaod and R professionals alike. gain better control.Using Laserlidle, - i each order was in the manufacturing • - s Dulcet);bin new cleots onboard by, Waked process.Thanks to Laserliche Accelerate •kme to-market byprovi ding users g wborannMlyju by auto sing 1 g automaAg the new account opening process labor annually just hY automating a� WorMlow,lnformation never gets lost with efficient toots to replace manual tracking y Automntasecurityend�arrespond!race logs single business pro' rocoss.C�yy�iy and it's easy to track exactly what's processes.. - - - W going on al any given lime. - 99 ■ Enable multiple departments to authorize i Route client documents through the approval JasephSelptotre changes the moment rew Sins need to occur . -processwth e-mal notifications to ensure—_ -___- President and CEO I xpyrie lnvealmenl Awitore Iisrme EkWN _ mlermuionsyeums Coordinator/Ring Company eliminating bonienecks: timely action. _--- - " r Trigger workflow activities from third•party . - - _ c_ applcations, An `Essential Component ��������? / ! ,.;, • of.Your Framework o _ m / • AvanteArchitecture 66 What,sets Laserfiche;apart'fronn other',ECMasolutions is By providing central control alongside lcol flex[ibiliy,Lascrfkhe Awnte enables the ory5niratOn to establish overarching standards and security policies while at the same time giving individual departments the ability 'its ease of administration and use,which is why we chose nee y to story inforrnanon and configure business processes accenting to their specialized needs it;when we standardizedtour„entirercounty..Laserfictie.is the best choice'for IT professionals;because it offers more functionality, lower overhead costs and an excellent ROI. 99 u ART p"°O`"'°n Rio Enterprise a Repo ariQehtnbuthri Rio management Repealable Processes :. riotr4MRie,lTPt 1F.1-1.4!”.C9!.al Information Penal PereonalUnd Interfaces Value Creation VALUABLE , Transparent Records monogwnem. 1, gu r simas Recess tianagamom CAPABILITIES' r • ..asx @MWnitte mmety Ms lmoyour ax(sttngarolwaked aaivirenmaM,without requiting custom --- [.EnterprkeClaasiikaaon I Wdeenl capture anyetL i Auditing __ ,• _ programming oretenswe hardware and software updates Developed to support closentegrstion with - _ _ industrystandard platforms,Ante is compatible withW4ndows XP 2003,2008 VistaTM and 7,and ('Entatpose sarchend Retrieval adprrnauentllaCyctaMwgempa .- supports Microsoft SOUExpress'Mi iicrosoft SOLServere and Oracle database managementsyst ems — . _ - By geminatethe RyxUngaalategrat-e By toning as an enaMer Management ur Console u `ins .Laegraieeworprimaryap the Windows FRAM unhetailrepesitoryfor mlddmIra the*tiI* to of Nat tiial-Mind using e9 FRAMEWORK all pgsidzalbnal orm legacy esslems and mesa tibial-Mandeb a a Use oWebDAVrtachnolou Pokers aioedt a„Integrate ur rims a NET,- nsi -anaudbg Proar:e ms. IlmocbusMass e0sandautomates— s Administer your sy )9 P h PP 'Workflow Foundation entl:NET: - .U.Aveempmviesi ChM.ERP andmr}Dls, aaudutecceic intermit wDDOrt�rMkro Microsoft's Folders. a Dui Ilnmetetlab is a Preserving; _ p�llesiris . .cues sidormatiioon to �h an4. madam y integration P a9 p *Ingle a Assign access rights and permissions direct _ mw.ka e. meat , to Active Directorygroups;and maintain r comlarildo. _ Seturiy through Wind its Authentication. - - — - _ • . - - _ .. . , . aAv nte System Diagram • . .. - .. . . .. . , . . .,.. -.. . ... • -'.. - ' \ . .. - ..„ „ . ii, , . • . • - , , . . . _ • , ., . . , ,.... Out-of‘theaBoxFunctionatity Expand Beyond the Basics Lasirfiche Aventei Ile:using Is Wised on filer . . . Avante's prrcing structure makes it simple end 7 \ ,number*t liople wheirdll be using the system= atIonieble to add new Features add functionality to • Ple Iwhith makes it possible to calculate the cost of most your Leserfiche system as your needs change, Laser-lithe ,' systems bydoing little more than counting emptcrtees. k RME Audg,Trail, ' - . Namedtrter licenses include everything you need to • - - • laserttche Records Mavagement EdAion", S a get started-for.S9)0 per license. Do0 5015.2-certified sohition,balky iniegra te‘ _ records management With yeur Avante SyStem. .z ti Gatelike management etniuttipte types at information;including digitized paper Qz Lasralkhe'Auda Wall"tracks actions users =, ..._ „ take within thlUzserliche system,so you - docu ments,electronic documents,e-mail add Secure , infOrmation security and simplify digital audio and video Cum.Servers are sold ensure ..,..... _._ 'individually and support industry-standard rtgulaicrY compliance. Mkrosoft?arid Oracle*database platfor ms zzys. Laser,khe Quick Plaits"provided high- -:. volume document capture and processing At !WS users Intulfiwz.Instant accessto . - tools including data extraction modules, Irhirmitien.Users each have their Own . , . connection through the Lasertiche Client, capture tools image enhaircementi and ■• ItITI' iyirit_ www fr • worm , "lt• 11-U ' -NIC •.?"•-• ''' sir they are alwais able to access their Isms processing toots Quiet,Fields , Capture Store ' Au:ad:ate Agenda infermatioir, . TO Lased khe Agenda Maragir"simplifies , Manager . . . . ' and automates agenda processes from item, , - . - ..1:1. „Pfarywhi dinstsniproblurtIvItywilhyorkllow's. rules based routing mail notification submission through publication of the final ,e- cation and ro occivity monito document .... , . 0 Laser/Wm Web AMU`,a true thin client, ... w w Add paper thsewnehts to your laserfk he _ SI -- _ reduces installation,support and maintenance repasiteryWith an intuitive scanning Interface. • r requirements by providing authorized users with access to wur documents over We Web, Retrieve Create irehive/WE biases al etectronk ' .... -- datrtnenbe without repetitive printing and Ipq Lasirlkha WebUnk"offers a readron9 public scanning. . ., .... Web portal with secuie one-touch document 7. • a Preisayour Informatess/WA cemprel,ensea t publishing- .- v- security features. yn. tassel/the Plus archives documents on CDs, i figa los..- TV Zia# . DVIii,t 058 drives or external herd drives in 'rt.AT . , sell-contained repositories that inctude buill-in • =WebAccr-ss - _, __Weblink , __ _t...3.seifict,e __ - - " —viewers end search engines -_ - -_, - - - - - — _ oo o°° o00 , Protect the Value °-0ao °OOD of Your Laserfiche investment " - • . `- oD0° o .. - _ - C°OD° o0a°00._ oo0 taw s". i .._ _ ICJ Technology represents one of the most ,LSAT•helps you lake the guesswork out aybudgeting .-.w ,...r. . _ ._ significant investments yeu make in by bundling e.a7thing you need to maintain your — _ ..----^ -" . Laserfiche system into a simple annual payment. '° ti-__.__,_� .,��•..,•TM yourorganizationssuccess.Thatswhy • - ..;_ �~°�= »,:•-- Dowmoadablescri tsandcustom .. - .- - a ensures that mum?every resource you neetl, ..�, p .to -' v..� applications in.the COW Library help Laserfiehei5commilted to constantly• to meal N[hnlcal c haaenges and expand your, ,.:.... ,•,••�,.,��,.a,-,�,,.,,��,v._,�,_ •.• _. `Laserfiche tnhbswcture including, '�^•°• -- °•°^^ your IT aLit easily extend LoserCclief ;improving its product suites to help '�" _ r +-,,.:© functionaliity.; you meet new business challenges. :paved-response tacMkal support:Your �. v': `•"'=°,.... •^ — ' The Laserahe Software Assurance Laserfichereseller Will prorithey promptly troubleshoot a r.t ... PIan ILSAPIprovides your;organization mpacl opereaons ornfkd stall arise—Wore they - --.'- - with these enhancements as soon as - - theyre released.along with the technical • • online=spat rasowcai.Yamstag recelms - - - -- _ •-w 1 .support and detailed technical material access to the Laserhthe Support Site where ssw,saw- they'LI find the detailcd technical information - p-r�� _ _ ,that preserves andlextends the value of that them o timize system performance a._._..- - v. �: ;yOUr.LaserfieA¢investment. and maximize Lptime,as well es integrate your — '• es.. Pones Provide en interactive document repository With your organization's= T - - yy{-- _ vim. .. location to discuss productteatures; other line-of-business a pplications. e� —. �- --- and unctio ality with members Developers and other members of the, e The latest batoms.updates and patches. . _ - Leserfictie'canmunity, a - These cdtical items ensure that you r 3, _ ' _ a Laserbche system continues to operate at peak • "' •^`•••'� _ .. j ._ _ efficiency. _ _ _ • New neaten.You'llmeke sun your system _ - - . - - _ stays currant as new releases of your licensed - _ _ products are Included at no additional charge: ®w,.m..I Y.d..... .-.:.■c.... ! _ -... _ ._' e;:An easy path legrewlls We're committed lo... • `� wt.. ••.>•Y> .j e { wntmuously improving and expanding the ++. .. 4"�_ Leseriche product suite And as we do,You , a Video t0todats provide hands-on L_- - - can credit 100%of the purchase price of your. 1.....-........1 .I _ , _ 7 `: instruction ost¢ eciv how to u5¢Lasadicno. currentLeserrchesolware toward any new. " ,'. y most effectively.. •+W : product line purchaser —7 I ra.r z. • • . .. • - . 0 -• '' -• = - - - - • .__. .. . . -- . , . . . .. . , . . - .. . • - . - . _ .• - Tools..to DriVRYoiOrganization' Forward . — • ' - ' ---- ' ' • -: -- . - ' . -. 1 - - • .4 - 4_ - - - -- .. - • . . - – - . • . . . . .• - . . - . ' • - r „ . . . .. - • - . . — ,-^ '., • II , . , . • __ - . . .. • • _ . , - - - - _ - - . - I - - - - - ‘tyith'a sophfstiCatid Cede Library;world-claiscorimhtibity,ektinsiie trainiiioP options and more Laserfiche provides customers with more than just • /75.1/ ... , [ softwareit provides a comprehensive framework for tetiveribp,value quickly. , .. - 4C744 easily arid Witheuti he heed to'bring fries:pensive expertsat„every turn. • ". . ..,- , . ... •• . t. , _ . . • N-• .....„......... . , lito•151.;,--- TRAINING• t: SOLUTION EXCHANGE • annual conference : • Code Library : •'Luminary btogs , t .7 A( f \■ 1.... .....\:‘, , .. i e. t■- ''' . ..... , Certified Prolesbonal I i• 0 Integration Marketplace, • Case Shifts, ( ••1 t . . • , if. • ■•• p , Program(CPPI . . 0 Gitlin'.forums i: • Useogroups - . J ',, •4?:id ' re °# •\*.. r' • Regional workshops °: i. P.Newsletters - ef 1.r. dit 'ts 4 . • wthimrs , , ,. . _ • . el, el.,. tft• ii.,.}.;“-1/4,■ ,. -- - = 19) refier *I. 14AV.. . . Lasertiche is more than-software:it's a community that's dedicated to helping organizations run i it. to, ‘Wo, \ ,ii.V.4. i it op? t or A N •01,, N0 smart er.Drive true organizational agility by leveraging everything Laserfiche hai to otter.. % • id V " trts7 S.)1 0 9 td,.. tar \ V\ tt i ' - - ; t.4'IVO rd# 11,V• W r7.ail PA I r.e. All N \\V` •-' , N ,, . ;',:-. 1.•,,tt.„,4 , or V ■ •---- --■-------- ------------- - Joih A he Lase rfiche corilmiiriit +Will%iD learn more? - • - - . gxpiore Laserfichs Avonte's functionality,. - - - diiceve'r industry solutions and . - -. get customer porspectivessitt ' , _ . taserfiche.com/avantt . • . . . . _ . 00000q, •000000 .. 000000 00.0000 00000000 0 : 000,0000 t r Jr r 000000 • 000000 aOQ000G0 - ocoQo0 " 01700 OO , ; e` a 000000 , I,, . 00:0000 q . - p00ocoo ' 000400: r Oo00oo0 00 0 0 0 0 0 000400 000000„ ; oogo 0000000170 O0000Ca. . • - i 1 o .- . e 'e • 4 ' " About Laserfiche," - , i i . { I a or hehf rrr .d1-turnplt and elegant e iterprr r content management - '' II f MI.,oluhon that help olganv Itlon run rn art( r :uricr t98I more "� 1 ' - than 28'000 org m/at ions worldwide Including lettered, Late and • local government t agencie •arid 1-or tune 1000 companies-- ave. used • - 1 • - Lased-mho coftware to streamline document records andrJusmers „ _ process.management. ', • ' : 'Ihe Laserfiche ECM system it; ran ion d to givo erganl/alias central , roniral over their inter rn.rhon';Mr a Ii ueli rr•, ineludirig t andarth.,, • i.m unity and auditing,while till offer frig but-iney,units the flexibility to „ . 1r ad quickly to<hanging ronditiorin. rho Lasortic he ploduct uit guilt I'' nn tap-at Mlcrosoh't to chnoldgic to leverage your existing rlr chnology -a , a invest umnt deploy rapidly,onh rice Oh(iency and integr atnj;. '1, ' ' °. - - nannies lywith fun application a rnployocu use[,very day; .. ,• n • - .. I - d _ n . eu. . _ P I, " y t I�"11"'-} r'r>-t-11-11D- '4 ( r - k'-1rT r r-r '3 .TIr it r7"."- r.---1 7;rtj t e r�r,w. ,-fir _ t�,. /may, {{ OI010 La cnc�h ' 3 1h 'f;� ��%r ' I Z/L"' IS i> :p•-n,,,7-4 .1..,e 1' ,1 ' < '1 ' Li cliche i atlwr ion Al Cnmpulink ManaOvm m Lanier,Inc �y-ti, f ,aM i la 1 !' ♦Va ion Al ore sa •- u; 4 ,+ h 5,^ e t l a.e`rbche i s re istered trademark of Compulink Management k'Run Smarter'. lb e 1p .., - -L t r, t s-ee+•la`i�.:Itir7 o w•+�: ,,�y r, r ? ...Cooler, Allolhe eichrlark arc g erletli Rmrr - ler r �. 11� 'i } ' It, iLL� �tiIli'iµ}SL e I �, .I' .pectire cui p nie grid.oc fnu'in.du----"eloDment, X IA Ida i "{ •5-`J - �' r cc p p ii,,tr `product sp cif ratan en.�wpatiAit[care subject to c_iwinge } •*• •Q • r J.i,•- _ 65 R•$?t 4e�� _c k, - 'i without no`hc'e 7n'nled m the IJSATIte 640. 1J- �'r t L.,LF:3e n _ Lasè!.fiche® Run Smarter® Avant& , . Transform Your Organization da10133341502923 Process Management a-Start with a feature-rich sytterh that perfectly meets your needs • Integrateinformation into:)ourdailybusiness processes ••SOON purchasing:with nameci'-,useriticensing: • • Outfit yOUr entire.orgahizatiOh WithbUt tacfific.Ing'functionality , • DeptoyquiCkly.and maximize return on inVestnieht: An organiza1ron1s!auccess'is"closely related'to the effiCiency,of'itS:daily wcW:.kflow—button many organizations continue tOrely,on outdated manual businesskproteSseS.Ths9brridreThrn-poittant than ever 10 streamline operations',and help staff more of their time on revenife-generating I , Laser,fine Avante isa complete i solution that helps you use:your inTorrnation. matt"etfebtiVely. Designed for departments and 'small- to mid-'size-'organczations, Avante helps Vidu Capture, manage, distribute a nOvvorkWith inforrhationfin cliVerseMorkiqg einiiibbrfients. Whether yoti have 1 1,0 or 100,err0Loyees;.'AvantelproCiides a ddcliriblit;ffialiagarriertit IslysteEti with fdlcy'iritagratedfouairiess ProdeSs'it-farligeMerit. ivibre"thari static provides powerful tools :fa- automating and optimizing ,hbaihess ?ProcesSea oranizahpn-wide With powerful W51,01.6WfunctiOnalitY, your organization moves,beyond r simple document routing to automate everyday ;taalcs, optimiTh bliaihe'SS,'Orifeessea and Share'infortion with a wide yariefy, of Avante,ata Glance " Narhedeuseit liCenseS include document Management. WOrkfltArt Snapsho "and e-mattluncL, • tionaLiiy;aft for$50:0 perikeris6t, Sertie(s!deettbLdintiv(dualiynd sujSport industry-standard MicloSciftPttandOraCte®,databaset platforms;which rnaxirnizesstAe'value of your current IT investments • Easilic'expandlyOur system with additional functionality available for percentage;ohlietCdSt of total named user licenses. transparent records managementionca per-server'Oasis, Seamless integration With,Oftieeft',applicaliensenableS usersco sencffiles'16,Easerfiaalabthe click of'a buttop,;while support for amide rangesoPboth,standardiandiapecializedscanners, alloWS,Us-ersjo -rapidly digitile"papelidotiirfentS,yasMell da:legacy rhit776filmiancUmibrofiCtieL, Address:3545 Long Beach Blvd Website:.wwwAaserf iche.corn toh,Freefi*J800[935-3533 Lorig:Bdeci,cAi,ospy, g-ifiaiti'infpfalastrfiateLcim Tel: ii563;988-1ue Integrate information into your-dailyibuSiness processes Avante is a comprehensive solution that Felps,you use information more effectively Willi your Avante rsystem, you easily capluca,store and distribute content of any kihd, resilltifig in more efficient bush-less ,processes.andgreaterproductiVity. With the included Workflow module, supporting efficient business,processes;becon-ies simple: Workflow providesIan', intuitive interface to model your current work processes and transforms thern into digital WorikflOWS Each workflow canc,iriv-olVe;asrnanyistelis as you dneed and you carntrigger a2workflow,al,any stage in a:document"&lifeicycla Ancl:becausaWorkflow:iscbuikonztheWindow&Workflow Foundation you can extend its functionalityloTaityoUrlihd-of-GUsiness applications. Simplifrpurchasing with named-user licensing Avante licensing is based,ontheinu rhbereof PeOpleho Willtheitisihg the SySterh—whichTriakes it possible to calculate the cost of most systems brdoinglittle more4hantcounting yourernployees...,BacauserAvante easilyfscalesttol.accommodatemew users and high-volume repository growch,You quickly adapt to chang- ingfisinesSzcon-clitionS—with-cathcreating extra Work,for youpIT staff •EaCh;hafted u&erlicenSe is assigned to an,indiVidual staff memberwhoitsttetways,able.to Jaccess4heir irifformation. Because user licenses are linked to Windows Active,Directory,accountschere:is.no need for users to rerneMberan additional'usernarhe ancl'paSsword. InStead,:user&are-elitoMeticallyrailltientitated into the Avante system with their Active Directory credentials. And because each license, includes document management processrnanagement, archival and.a-maillunctionality, neW;userscan iinrnediateLY1participatedn bUsineSs'proaesses. Outfit yourentire,organiiatioriWithout sacrifiCingTfunttionility' With Avantei,,you,start withpaL feature-rich system that perfectly Teets your needs:,Integrated business process management helps,.y,ou move beyond''stafic document storage to integrate inforrilefionfintereVery Step, of your bUSirieSS, ProcesSes'. And available Audit Trait functionality and Webrbasedclocurnentmanagementrareiaveileble:(for a percentage of total,named•userlicanse costs so you customize functionality to perfactlYtneet your needs. When your system grows large,enciugn, you can easily:Upgrade to Laserfiche Ri0TM'enterprise'content snanagernerit—including unlimited Laserfiche servers and Fepositories, Web-based document,manage- rneritand Audiff tracking—so.,youll. never outgrow your Laserfiche solution: Deplorliciicklyand maximize return on investment Avante readily fits into;your existing networked'environment, without requiring custom prograrnrning.of extensivehardweregand;softyvareupclitekr,T,hejeritire systemiscOmpatible with WfridOwspkFc 1663;,2008 and 'VistaTM, and sup-ptirt& Microsoft SQL bcpres&i SQL S&ver® and Oracle database ,management systerns. AY-abte iS builVedruaNidroScift platftii-rn and 'uses ,tbdl , iiiöLJdii MicroSoft-Manag-e- menttonsole.(Mfrlasnap=insi.Windowst‘Onagement InStrumentationt[WMItandltle :NET frameworl ,to simplify system 'administration To simplify( fir-await configuration„Avante uses the 1.4,1IPMel;DAV Communication protocol„which;alsooptimizes perforrnanc-etver wide area netwanks‘.,Andperhaps most importantly, .Avante unites document management and business process management in a single Sea-Mles-Sys-olutiOn, so you rninimizeiconfiguratioh,ratjuirernentSifor yOur if staff. .l , 010111110:11Au, dCoitiilinc\ :f BIN ill.14/ if 3;.1Pli-ti The Next Step Please call 1800) or ttr,■i,:alrf,of I air Nittd.43n1;i All.;tlit ct 1 4 t 4;14., infolataerfiche.corn for more inforfnation. :; ; , ,1, ;;;;;!IltIZI,Z:1/jst.r, ,I, 71,7, )'"'.111""i"PP'did I j, h,iitt, tar it 1111..t iuttrniajittit!■1 prii118 lily vIltIzixIiAiIori III IltiIi( IIiIIIth m Attachment "C" • PROFESSIONAL SERVICES AGREEMENT Between SEA1'B,, ctooR4, er Q1 •51). ftTY CPS); City of Seal Beach 211 - 8th Street Seal Beach, CA 90740 Complete Paperless Solutions 18340 Yorba Linda Boulevard, Suite 107-405 Yorba Linda, CA 92886 (866) 661-2425 This Professional Service Agreement;("the Agreement") is made as of the 13th day. of September, 2010 (the "Effective Date"), by and between Complete Paperless Solutions ("Consultant"), a California Corporation, and the City of Seal Beach;+("City"),;a California chartercity, (collectively, "the Parties"). 1 of 9 S7296-0001\1275587Q2.doc C RECITALS A. City desires certain professional services. B. Consultant represents that it is qualified and able to provide City with such services. NOW THEREFORE, in consideration of the Parties' performance of;the promises, covenants, and conditions stated herein, the Parties hereto agree as follows. • AGREEMENT 1.0 Scope of Services '1.1. Consultant shall provide those services ("Services") set forth in Consultant's proposal for Software Support Service dated August 3, 2010. The proposal is attached hereto as Exhibit A and is hereby incorporated by this reference. To the extent that there is any conflict between Exhibit A and this Agreement, this Agreement shall control. 1.2. Consultant, shall perform all Services under this Agreement in accordance with the standard of care generally exercised by like professionals under similar circumstances and in a manner reasonably satisfactory to City. 1.3. In performing this Agreement, Consultant shall comply with all applicable provisions of federal, state, and local law. 1.4. Consultant will not be compensated for any work performed not specified in Exhibit A unless the City authorizes such work in advance and in writing.. The City Manager may authorize payment for such work up to a cumulative maximum of $10,000. Payment for additional work in excess of $10,000 requires prior City Council authorization. 2.0 Term This term of this Agreement shall commence as of the Effective Date and shall continue for a term of 3 years unless previously terminated as provided by this Agreement. 3.0 Consultant's Compensation For all services satisfactorily rendered, City will pay Consultant an amount not to exceed $12,500 per year. 2 of 9 57296-0001■7275567v2.doc 0 r •` 4.0 Method of Payment 4.1. Consultant shall submit to City monthly invoices for all services rendered:pursuant•to this Agreement. Such invoices shall be submitted within 15 days of the end of the month during which the services were rendered and shall describe in detail the services rendered during the period, the days worked, number of hours worked, the hourly rates charged, and the services performed for each day in the period. City will pay Consultant within 30 days of receiving Consultant's,invoice. City will not withhold any applicable federal or state payroll and other required taxes, or other authorized deductions from payments made to Consultant. 4.2. Upon 24-hour notice from City, Consultant shall allow City or City's agents or representatives to inspect at Consultant's offices during reasonable business hours all records, invoices, time cards, cost control sheets and other records maintained by Consultant in connection with this Agreement. City's rights under this Section 4.2 shall survive for two years following the termination of this Agreement. 5.0 Termination 5.1. This Agreement may be terminated by City, without cause, or by Consultant based on reasonable cause, upon giving the other party written notice thereof not less than 30 days prior to the date of 52. This.Agreement may be terminated by City upon 10 days' notice to Consultant if Consultant fails to provide satisfactory evidence of renewal or replacement of comprehensive general liability insurance as required by this Agreement at least 20 days before the expiration date of the previous policy. 6.0 Party Representatives 6.1. The City Manager is the City's representative for purposes of this Agreement. 62. Claude Schott is the Consultant's primary representative' for purposes of this Agreement. 7.0 Notices 7.1. All notices permitted or required under this Agreement shall be deemed made when personally delivered or when mailed 48 hours after deposit in the United States Mail, first class postage prepaid and addressed to the party at the following addresses: 3 of 9 $7296-000111275587v2.doc Cs • To City: City of Seal Beach 211-8th Street Seal Beach, California 90740 Attn: City Manager To Consultant: Complete Paperless Solutions 18340 Yorba Linda Boulevard, Suite 107-405 Yorba Linda, CA 92886 (866) 661-2425 Attn: Claude Schott 7.2. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardi'ess of.the method of service. 8.0 Independent Contractor 8.1. Consultant is an independent contractor and not an employee of the City. All services provided pursuant to this Agreement shall be performed by Consultant or under its supervision. Consultant will determine the means, methods, and details of performing the services. Any additional personnel performing services under this Agreement on behalf of Consultant shall alsomot be employees of City and shall at all times be under Consultant's exclusive direction, and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of services under this:Agreement and as required by law: Consultant shall be responsible for all reports and obligations respecting such additional personnel, including,,but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. 8.2. Consultant shall indemnify and hold harmless City and its elected officials, officers, employees, servants, designated volunteers, and agents serving as independent contractors in the role of City officials, from any and all liability, damages, claims, costs and expenses of any nature to the extent arising from Consultant's personnel practices. City shall have the right to offset against the amount'of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result.of Consultant's failure to promptly pay to City any reimbursement or indemnification arising under this Section. 9.0 Subcontractors No portion of this Agreement shall be subcontracted without the prior written approval of the City. Consultant is fully responsible to City for the performance of-any and all subcontractors. 4 of 9 57296-0001\1275587v2.doc 10.0' Assignment Consultant shall not assign or transfer any interest in this Agreement whether by assignment or novation, without the prior written consent of City. Any purported assignment without such consent shall be void and without effect. • 11.0 Insurance 11.1. Consultant shall not commence work under this Agreement until it has provided evidence satisfactory to the City that Consultant has secured all insurance required under this Section. Consultant shall furnish City with original certificates of insurance, and endorsements effecting coverage required by this Agreement on forms satisfactory to the City. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf, and shall be on forms provided by the City if requested. All certificates;and endorsements shall be received and approved by the City before work commences. The City reserves the tight to require complete, certified copies of all required insurance policies, at any time. 11.2. Consultant shall, at its expense, procure and maintain for !the duration of the Agreement, insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of this Agreement. Insurance is to be placed with insurers with a current A.M. Best's rating no less. than A:VIII, licensed to do business in California, and satisfactory to the City. Coverage shall be at least as broad as the latest version of the following: (1) General Liability: Insurance Services Office Commercial General Liability coverage, (occurrence form CG 0001); (2)Automobile Liability: Insurance Services Office Business Auto Coverage form number CA 0001, code 1 (any auto); and, if required by the City, (3) Professional Liability. Consultant shall maintain limits no less than: (1) General Liability: $2,000,000 per occurrence for bodily injury, personal injury and property damage and if Commercial General Liability Insurance or other form with a general aggregate limit is used, either the .general aggregate limit shall apply separately to this Agreement/location or the general aggregate limit shall be twice the required occurrence limit; (2) Automobile Liability: $1,000,000 per accident for bodily injury and property damage; and (3) Professional Liability: $1,000,000 per claim/aggregate. 11.3. The insurance policies shall contain the following provisions; or Consultant shall provide endorsements on forms supplied or approved by ithe City to state: (1) coverage shall not be suspended, voided, reduced or canceled except after 30 days prior written notice by certified mail, return receipt requested, has,been given to the City; (2) any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to the City, its directors, officials, officers, (3) coverage shall be primary insurance as respects the City, its directors, officials, officers, employees', agents and volunteers, or if excess, shall stand in an unbroken chain 5of9 57296-0001\1275587v2.doc a of coverage excess of the Consultant's,scheduled underlying coverage and that any insufance,or :self-insurance' maintained by the City, its directors, officials, officers, employees; agents and volunteers shall be excess of the Consultant's insurance and shall not be called upon to contribute with it; (4) for general liability insurance, that the City, its directors, officials, officers, employees, agents and volunteers;shall be covered as additional insureds with respect to the services or operations performed by or on behalf of the Consultant, including materials, parts or equipment furnished in connection with such work; and (5) for automobile liability; that the City, its directors, officials, officers, employees, agents and volunteers shall be covered as additional insureds with respect to the ownership, operation, maintenance, use, loading or unloading of any auto owned, leased, hired or borrowed by the Consultant or for which the Consultant is responsible. 11.4. All insurance required by this Section shall contain standard separation of insureds provisions and shall not contain any special limitations on the scope of protection afforded to the City, its directors, officials, officers, employees, agents, and volunteers. 11,5. Any deductibles or self-insured retentions shall be declared to and approved by the City. Consultant guarantees that, at the option of the City, either: (1) the,insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its directors, officials, officers, employees, agents; and volunteers;or (2) the Consultant shall procure a bond guaranteeing payment of losses and related investigation costs, claims and administrative and defense;expenses. 12.0 Indemnification, Hold Harmless, and Duty to Defend Consultant shall defend, indemnify, and hold the City, its officials, officers, employees, volunteers and a9ents serving as independent contractors in the role of city officials (collectively"Indemnities") free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, toy property or persons, including wrongful death, in any manner arising out of or incident to any acts or omissions of Consultant; its employees, or its agents in connection with the performance of this Agreement, including without limitation the payment of all consequential damages and attorneys' fees and other related costs and expenses, except for such loss or dama9e arising from the,sole negligence or willful'misconduct of the City. With respect;to any and all such aforesaid suits, actions, or other legal proceedings of every kind that may be brought or instituted against lndemnitees, Consultant shall defend lndemnitees, at Consultant's own cost, expense, and risk, and shall pay and;satisfy any judgment, award, or decree that may be rendered against lndemnitees. Consultant shall reimburse City and its directors, officials, officers, employees, agents and/or volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Consultants obligation to indemnify shall not be restricted to insurance, proceeds, if any, received by Consultant, the City, its directors, 6 of 9 97296-000111275587v2.doc CS • officials, officers, ,employees, agents or volunteers. All duties of Consultant under this Section,shall survive termination of this Agreement. 13.0 Equal Opportunity Consultant affirmatively represents that it is an equal opportunity employer. Consultant shall not discriminate against any subcontractor, employee, or applicant for employment because of race, religion, color, national origin; handicap, ancestry, sex, sexual orientation, or age. Such non- discrimination includes, but is not limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff, or termination. 14.0 Labor Certification By its signature hereunder, Consultant certifies that it is aware of the provisions of Section 3700 of the California Labor Code that require every employer to be insured against liability for Workers' Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of • the Services. 15.0 Entire Agreement This Agreement contains the entire agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings, or agreements. This Agreement may only be modified by a writing signed by both parties. 16.0 Severability The invalidity in whole or in part of any provisions of this Agreement shall not void or,affect the validity of the other provisions of this Agreement. 17.0. Governing Law This Agreement shall be governed by and construed in accordance with the laws of the State of California.. 18.0 No Third Party Rights No third party shall be deemed to have any rights hereunder against either party as;:a resultof'this Agreement. 19.0 Waiver No waiver of any default shall constitute a waiver of any other default or breach,whether of the same or other covenant or condition. No waiver, benefit, 7 of 9 :97296-0007\7275587v2.doc privilege, or service voluntarily given or performed by a party shall give the other party•any contractual rights by custom,,estoppel, or otherwise. 20.0 Prohibited Interests; Conflict of Interest 20.1,. Consultant covenants that it presently has no interest and shall:not acquire any interest, director indirect, which may be affected by the Services, or which would conflict in any manner with the performance of the Services. Consultant further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it, Furthermore, Consultant shall avoid the appearance of having any interest, which would conflict in any manner with the performance of the Services. Consultant shall not accept any employment or representation during the term of this Agreement which is or may likely 'make Consultant "financially interested" (as provided in California Government Code §§1090 and 87100) in any decision made by City on any matter in connection with which Consultanthas been retained. 202. Consultant further warrants and;maintains that it has not employed or retained any person or entity, other than a bona fide employee working exclusively for Consultant, to solicit or obtain this Agreement. Nor has Consultant paid or agreed to pay any person or entity, other than a bona fide employee working exclusively for Consultant, any fee, commission, gift, percentage, or any other consideration contingent upon the execution of this • Agreement. Upon any breach or violation of this warranty, City shall have!the right, at its sole and absolute discretion; to terminate this Agreement without further liability, or to deduct from any sums payable,to Consultant hereunderlthe full amount'or value of any such fee, commission, percentage or gift. 20.3. Consultant warrants and maintains that it has no knowledge that any officer or employee of City has any interest, whether contractual, non- contractual, financial, proprietary, or otherwise, in this transaction or in the business of Consultant, and that if any such interest comes to the knowledge of Consultant at any time during the term of this Agreement, Consultant shall immediately make a complete, written disclosure of such interest to City, even if such interest would not be deemed a prohibited "conflict of interest" under applicable laws as described in this subsection. 21:0 Attorneys' Fees If either party commences an.action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party all of its attorneys' fees and other costs incurred in connection therewith. 8 of 9 CS 57296-000111276587v2.doc 22:0 Exhibits All exhibits referenced in this.Agreement are hereby incorporated into the Agreement as if set forth in•full .herein: In the event of any material discrepancy between the terms of any exhibit so incorporated and the terms of this Agreement,the terms of this Agreement shall control. 23.0 Corporate Authority The person executing this Agreement on behalf of Consultant warrants that he or she is duly authorized to execute this Agreement on behalf of said Party and that by his or her execution, the Consultant is formally bound to!the provisions of this Agreement. IN WITNESS WHEREOF, the Parties hereto, through their respective authorized representatives have executed this Agreement as of the date and year first above written. CITY OF SEAL BEACH CONSULTANT / By: b s/'~ -.Sie6 i By: - / David Carman, City`Manager Name: Steve Hines, President Attest: By: At/i By: 014 / a .ALA. ' d L'nda Devine, ity Clerk Name: y d rtt '�'ecutive Account Manager Approved as to Form: �GCti/iGCr✓ Quinn.Barrow, City Attorney • 9of9 $7296-0001\1275587v2.doc ®' • Software Support Service City of Seal Beach COMPLETEPAPERLE988OLUITIONS Prepared by: Claude Schott 8/3/2010 COMPLETEPAPERLESSSOLUTIONS Page 1 • • COMPLETEPAPERLESSSOLUTIONS 18340 Yorba Linda Boulevard, 107-405 Yorba Linda,CA 92886 Phone: (866)661-2425 Fax: (714)716-8215 August 23, 2010 Linda Devine City of Seal Beach 211—8th Street Seal Beach,CA 90740 Dear Linda, We would like to thank you for the opportunity to respond to your request for proposal for services to support.your current Laserfiche application.We sincerely appreciate your interest and support. Complete Paperless Solutions is pleased to present the attached proposal for the software support of your mission critical Laserfiche solution. Our support'. and professional services team has over sixty years combined experience with the Laserfiche product suites and is currently servicing over one hundred customers in the United States. We look forward to your positive review of this proposal and answering any questions that may arise. Thank you again for your time and support of this.project. We look forward to working very closely with you and your team. Sincerely, Claude Schott Executive Account Manager csch ott Cth cps247:com (866)'661-2425 COMPLETEPAPERLESSSOLUTIONS Paget • Software Support Service 1 2010 TABLE.Or CONTENTS Executive:Summary 4 About Complete Paperless Solutions 5 Current Environment - 6 Seal Beach Profile 6 Proposed Solution 7 The Complete Paperless Solution 7 Financial Considerations 10 Pricing 10 COMPLETEPAPERLESSSOLUTIONS Page 3 • Software Support Service 1 2010 EXECUTIVE SUMMARY The City. of Seal Beach is seeking a new Laserfiche provider for services to support, consult, and ultimately enhance business processes for their current Laserfiche system. The City of Seal Beach has been using Laserfiche since June, 2005 and was formally installed and supported by Data net Solutions. Complete Paperless Solutions has an in-depth understanding of the Laserfiche infrastructure atithe City Hall, aswell as the culture, tradition and staff members within the City of Seal Beach. As a matter of a fact, Complete Paperless Solutions employs the same support and professional services team asithe City used to have under its former partner. Due to the past history between'City of Seal Beach and Complete Paperless Solutions' technical team, we believethat'partnering with us would provide the City with a seamless transition. Our price for Diamond support $12,500.00. COMPLETEPAPERLESSSOLUTIONS Page 4 • Software Support Service 1 2010 ABOUT COMPLETE PAPERLESS SOLUTIONS Complete, Paperless Solutions is a customer service oriented company who focuses on providing business process solutions to customers. Known for its excellent customer service and technical expertise, the CPS team is comprised of solutions architects, software engineers, project managers and executive account managers, with over a combined 60 years of experience in document management and software development. Complete Paperless Solutions offers turnkey enterprise content management solutions and it does not stop there. Improving business processes,attimes, involves more than a turnkey solution. That's where Complete'Paperless Solutions shines. Our experienced staff has been exposed to a spectrum of business applications and can provide the avenue for one solution to talk to another. Let Complete Paperless Solutions be the glue that holds the business process together. Whether it is a turnkey solution or a project involving an integration and customization, Complete Paperless Solutions has proven td deliver great products. Complete Paperless Solutions provides solutions for better records management to a variety of municipalities. From local government and law enforcement to special districts and commercial accounts, business processes are reviewed, improved and streamlined for a more efficient and effective enterprise content management system. Our clients include Alhambra Police Department, City of Bakersfield, City of Coachella, City of Claremont and Claremont Police Department, Cityof Covina, City of El Centro, City of El Monte, City of Encinitas, City of Fountain Valley and Fountain Valley Police Department, City of Montclair and Police Department, City of Montebello and Montebello Police Department, City of Murrieta Police Department, City of Redondo Beach and Redondo Beach Police Department, City of Rosemead, City of San Bernardino, and West Covina Police Department to name a few. COMPLETEPAPERLESSSOLUTIONS Page 5 Software Support Service 1 2010 CURRENT ENVIRONMENT SEAL BEACH PROFILE The City of Seal Beach has been using Laserfiche since June 2005. The City Clerk's office was first to use the Laserfiche application to provide jts citizens with an additional service. As the implemented solution was a success, other departments such as Planning and Public Works followed the trend. The City of Seal Beach is currently using the following components of the Laserfiche suite: Module':' . _. - " -_ Qty;-, Laserfiche'Group Servei(MS SQLServer) Full'Users" }' , .. 9 %Read Only Usersw r 12 aEmailPlug-irl ';.0 9 Snapshot 9 . Scan Connect'(ISISiErigine) 1 Components. -: I • `Laserfiche Plus::,, ;. IL .' ' 1 i'litLaserfiche Welilirik , • 1 "' Laserfiche.Web'Access 1 COMPLETEPAPERLESSSOLUTIONS Page 6 Software Support Service 1 2010 PROPOSED SOLUTION THE COMPLETE PAPER LESS SOLUTION Complete Paperless Solutions is herein proposing four different software support options, which we believe will fit the City's needs and requirements. Complete Paperless Solutions and Laserfiche Software Support Programs The annual support plans from CPS and Laserfiche are made up of the Laserfiche Software Assurance Plan .(LSAP) and the CPS Support options. These programs are annually renewable. Customers may switch options then based on their own unique requirements. 1. Laserfiche Software Assurance Plan (LSAP) • Manage Change and Safeguard Operations Frequent product updates keep your Laserfiche solution running at peak efficiency. Expert support provides fast answers to minimize downtime and to increase productivity. • Maximize uptime and resolve problems-quickly. LSAP•guarantees rapid response from support engineers who will provide expert assistance in keeping your mission critical document management application up and running. • Stay Current and protectyour investment LSAP insures access to product updates as soon as they are released, expanding your system's capabilities and helping you adapt to new operating systems and other infrastructure cha nges. The Laserfiche Software Assurance Plan (LSAP) provides access to most of our post- acquisition services. LSAP benefits include: • Support site:access • Free Updates and hot fixes through.CPS • 100%credit toward product upgrades • Laserfiche technical support via CPS • Webinars throughout the year • Annual user conference • Online forums COMPLETEPAPERLESSSOLUTIONS Page 7 Software Support Service 2010 2. Complete Paperless Solutions Support Complete Paperless Solutions believes that the maintenance and support programs are only a part of the relationship we want to establish with our clients. We believe that your investment in the Laserfiche Solution can best be protected and enhanced by CPS having a solid understanding of your environment=and processes. We Will use-this intimate knowledge to provide you with tools that assist in the everyday operation of the system. We offer every new account or current customer with Diamond support the following: SysCheck Program CPS's SysCheck brings organization to your Laserfiche installation with professional recommendations for: • Folder structure organization • Increased security • Inconsistent document names • Incorrect template entries • Unnecessary storage of outdated files • Control of large unmanageable volumes • Excess number of templates • Insufficient disk space • Poor or non-existent back-up plans • And much, much more! Identifying system weaknesses and shortcomings will improve your process,taking pressureiioff your operations budget! Every SysCheck consultation,culminates with the delivery of a detailed recommendations report on your environment with Best Practices comments on system design, system utilization and overall functionality. U COMPLETEPAPERLESSSOLTIONS Page 8 0 0 Software Support Service 1 2010 As an authorized Laserfiche Reseller, CPS has a staff of developers and software engineers with over 60 years of•combined Laserfiche experience. With our corporate offices and dispatch center in Anaheim, we are only minutes•away in the case of an emergency. As your first line of support, we have direct access to the Laserfiche development community as necessary. In addition to these services;CPS provides the following: • Phone support via 866-661-2425 • Email support via:support@cps247.com • Remote support to your site • Internal logging•andtracking,ofsupport cases • Local CPS user workshops and user groups • Webinars for users and new product training • Full Consultation services As a part of the LSAP agreement, there are four options for support. -Bronze i Silver 1 Gold , Diamond Unlimitedphone„email, remote service Yes Yes Yes Yes SysCheckS;.? - 's„; Yes Yes Yes Yes Fast trackescalation No No Yes Yes Next buiiness'.day on:site resolution - ; No Yes No Yes Laserfiche"Annual,User Conference No No No Yes On-Site'Support No Yes No Yes u A Next Busi`gss'day on-site resolution No Yes No Yes On-site upgrades N/A Yes N/A Yes Guaranteed'.response time Next 4 hours 2 hours 1 hour _ ' - Business Day Additional, Training None 4 hours None 8 hours COMPLETEPAPERLESSSOLUTIONS Page 9 SoftWare Support Service 1 2010 Financial Considerations Complete Paperless Solutions has prepared a cost analysis for your review. We look forward to reviewing and discussing these options with you. PRICING Annual Complete Paperless Solutions support alternatives Component. i Qty'•;}'Diamond•' LaserficheUnited • • 1 $2,175 ty611 Users t '. 9 $1,755 Read Only Users...;.' 12 $900 Snapshot 9 $0 Email 9 $0 Weblink 1 $2,390 :webAccess •• ' 1 $2,390 Plus Plug-Ins . 1 $1,898 Scan Connect ., ;`; 1 $0 -Total 1'; $11,508 , - On Site Support ;'• $5;754` Total 2 :,$17,262: Your,Price $12,500 NOTE: Tax is not included - Tax can be avoided if you elect not to receive tangible software items-electronic download only. Please note also that we can support your scanners as well. COMPLETEPAPERLESSSOLUTIONS Page 10 Attachment "D" 0 0 PROFESSIONAL OFESSIONAL SERVICES AGREEMENT AMENDMENT NO. 1 Between ':, tr'.$ %c5 Q% S9t,o '%Z1 a F'' ??. \: -. �'`e�eUNTY ct City of Seal Beach 211 - 8th Street Seal Beach, CA 90740 Complete Paperless Solutions 4025 E. La Palma Avenue, Suite 201 Anaheim, CA 92807 (866) 661-2425 This Professional Service Agreement Amendment No. 1. ("Amendment") is made as of Seotember 14, 2013 (the "Effective Date") by and between Complete Paperless Solutions ("Consultant"), a California Corporation, and the City of Seal Beach ("City"), a California charter city, (collectively, "the Parties"). i 1of3 S7296-0001\1658853v3.doe RECITALS A. Consultant currently provides "certain professional services to City pursuant to a Professional Services Agreement between the Parties dated September 13, 2010 ("Agreement"). B. It is the mutual intent of the Parties to amend the Agreement as provided below. NOW THEREFORE, in consideration of the Parties' performance of the promises, covenants, and conditions stated herein, the Parties hereto agree as follows. AMENDMENT NO. 1 1. Section 2.0 of the Agreement is hereby amended to read as follows: "The term of this Agreement shall commence as of the Effective Date and shall continue until September 13, 2019, unless previously terminated as provided in this Agreement." 2. Section 3.0 of the Agreement is hereby amended to read as follows: "For all services satisfactorily rendered, City will pay consultant an amount not to exceed $12,500.00 per year, provided, however, that this amount may vary due to the acquisition of additional licenses or modules approved in advance by the City or an increase of the license cost by the software manufacturer(Laserfiche)." 3. Except as expressly amended by this Amendment, all other provisions of the Agreement shall remain in full force and effect. [Signature block follows on the next page] 2 of 3 87296:000111658853v3.doc 0 IN WITNESS WHEREOF, the Parties hereto, through their respective authorized representatives have executed this Agreement as of the date and year first above written. CITY OF SEAL BEACH CONSULTANT By: %V fis• itt . By: /J V Jill R. Ingra 4 p -tr�f;7- City Manage ��� Attest: I / By: fra Ji . 1141 Linda De ine City Clerk Approved as to Form: By: C9P Quinn arrow City Attorney 3 of 3 S7296-0001\1658853v3.doc