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HomeMy WebLinkAboutCC AG PKT 2010-09-13 #H AGENDA STAFF REPORT DATE: September 13, 2010 TO: Honorable Mayor and City Council THRU: David Carmany, City Manager FROM: Linda Devine, City Clerk SUBJECT: LASERFICHE SOFTWARE SERVICE MAINTENANCE AGREEMENT WITH COMPLETE PAPERLESS SOLUTIONS SUMMARY OF REQUEST: Adopt Resolution No. 6053 approving a 3 year annual Laserfiche Software Assurance Plan (LSAP) and service support maintenance agreement with Complete Paperless Solutions (CPS) in the amount of $12,500 per year. BACKGROUND: The City of Seal Beach has been using Laserfiche as the major software program system for the management of all City electronic records /documents since June, 2005. Datanet Solutions was the Value Added Reseller (VAR) that installed and has been supporting the system from the beginning. The City Clerk received notification from Laserfiche Corporate that Datanet Solutions would no longer be one of their Value Added Resellers (VAR's). The City Clerk contacted Laserfiche and received a list of local VAR's that could provide support to the City. The Laserfiche Senior Account Manager provided 3 VAR's for consideration: Complete Paperless Solutions Claude Schott (714) 313-3126 cschott@cps247.com - www.cps247.com Incrementum Hedy Aref (310) 586-7500 haref @incrementum.com - http: / /www.incrementum.us.com ECS Imaging Incorporated Jim Pappas (951)787 -8768 ext. 104 jim @ecsimaging.com - http: / /www.ecsimaging.com Agenda Item H The City Clerk sent an email to all 3 VAR's asking them to submit a proposal for an annual Laserfiche Software Assurance Plan (LSAP) and their company support options. Only one responded - Complete Paperless Solutions. Complete Paperless Solutions (CPS) has an in -depth understanding of the laserfiche infrastructure within the City of Seal Beach. CPS has employed many of the same technical support and professional services team members that were working with the City under its former VAR. Many of the former clients of Datanet Solutions have contracted with Complete Paperless Solutions as their VAR. FINANCIAL IMPACT: The first year's agreement (2010 -2011) will be paid from the City Clerk's budget. The following years will be budgeted out of Informational Technology (IT). RECOMMENDATION: That the City Council adopt Resolution No. 6053 approving a 3 year annual Laserfiche Software Assurance Plan (LSAP) and service support maintenance agreement with Complete Paperless Solutions (CPS) in the amount of $12,500 per year for their "Diamond" support level and authorize the City Manager to sign the agreement. SUBMITTED BY: NOTED AND APPROVED: Lin. a Devine, ity Clerk David Carma / y, City Manager Attachments: A. Resolution No. 6053 B. Agreement with Complete Paperless Solutions C. Proposal RESOLUTION NUMBER 6053 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING THE AGREEMENT BETWEEN THE CITY AND COMPLETE PAPERLESS SOLUTIONS FOR ANNUAL LASERFICHE SOFTWARE SERVICE MAINTENANCE The City Council of the City of Seal Beach hereby resolves as follows: SECTION 1. The City Council hereby approves the 3 year agreement between the City of Seal Beach and Complete Paperless Solutions (CPS) for the annual Laserfiche Software Assurance Plan (LSAP) and service support maintenance in the amount of $12,500 per year. SECTION 2. The City Council hereby directs the City Manager to execute the software service maintenance agreement on behalf of the City. PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a regular meeting held on the 13th day of September , 2010 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Mayor • ATTEST: City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Linda Devine, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution Number 6053 on file in the office of the City Clerk, passed, approved, and adopted by the Seal Beach City Council at a regular meeting held on the 13th day of September , 2010. City Clerk PROFESSIONAL SERVICES AGREEMENT Between SEA(B , '', F �jyivu 1 ,, a, a cF COUNT Y G r 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 charter city, (collectively, "the Parties "). 1 of 9 57296 -0001 \1275587 2. doc 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 S7296- 0001 \1275587v2.doc 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 termination. 5.2. 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. 6.2. 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 S7296- 0001 \1275567J2. doc 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, regardless 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 also not 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 S7296- 000111275587v2.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 right 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 AgreemenUlocation 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 the 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 5 of 9 57296- 0001 \1275587v2.doc of coverage excess of the Consultant's scheduled underlying coverage and that any insurance 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 agents 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, to 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 damage 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 Indemnitees, Consultant shall defend Indemnitees, at Consultant's own cost, expense, and risk, and shall pay and satisfy any judgment, award, or decree that may be rendered against Indemnitees. 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. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its directors, 6 of 9 S7296- 000111275587v2.doc 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 result of 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, 7of9 • 57296- 000111275587v2.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, direct or 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 Consultant has been retained. 20.2. 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 without • further liability, or to deduct from any sums payable to Consultant hereunder the 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 57296- 0001 \1275587x2. 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: BY: 2tA -_- David Carmany, City Manager Name: Steve Hines, President Attest: By: 6y. ,1 r 1 �� Linda Devine, City Clerk Name: • =cu • A. ount Manager Approved as to Form: By: Quinn Barrow, City Attorney 9of9 57296 -000111275587v2.doc Software Support Service City of Seal Beach COMPLETEPAPERLESSSOLUTIONS Prepared by: Claude Schott 8/3/2010 COMPLETEPAPERLESSSOLUTIONS Pagel 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— 8 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 cschott@cps247.com (866) 661-2425 COMPLETEPAPERLESSSOLUTIONS Paget Software Support Service 1 2010 TABLE OF 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 Datanet Solutions. Complete Paperless Solutions has an in -depth understanding of the Laserfiche infrastructure at the City Hall, as well 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 as the 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 believe that 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, at times, 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 to 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, City of 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 its 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 Server (MS SQL Server) Read Only Users 12 Email Plug -in 9 Snapshot 9 Scan Connect (ISIS Engine) 1 Components Laserfiche Plus 1 - Laserfiche Weblink i 1 Laserfiche Web Access 1 COMPLETEPAPERLESSSOLUTIONS Page 6 Software Support Service ! 2010 PROPOSED SOLUTION THE COMPLETE PAPERLESS 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 protect your 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 changes. 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 1 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 pressure off 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. COMPLETEPAPERLESSSOLUTIONS Page 8 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(6)cps247.com • Remote support to your site • Internal logging and tracking of support 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 Silver Gold Diamond' • Unlimited phone, email, remote service Yes Yes Yes Yes SysCheck Yes Yes Yes Yes Fast track escalation - No No Yes Yes Next business dayon -site resolution ' No Yes No Yes Laserfiche Annual User Conference No No No Yes On -Site Support No Yes No Yes Next Business 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 Qty Diamond Laserfiche United 1 $2,175 Full Users - 9 $1,755 Read Only Users • 12 $900 Snapshot. 9 $0 Email • 9 $0 Weblink r 1 $2,390 Web Access - 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 -N� oeaoa 4 fo q�b • 9:i pJQ q outm CITY HALL .2/1 EIGHTH STREET SEAL BEACH. CALIFORNIA 90740 (562) 431 -2527 • www. ciseal-beach La us r September 13, 2010 Laserfiche Corporate 3545 Long Beach Boulevard Long Beach, CA 90807 Attention: Steven Hall (562- 988 -1688) Re: Authorization of Complete Paperless Solutions as VAR of Record Dear Mr. Hall; Effective September 13, 2010, the City of Seal Beach authorizes Complete Paperless Solutions located at 19713 Yorba Linda Boulevard, Suite 112 - Yorba Linda, CA 92886 - (714) 661 -2425 to be officially noted as our Laserfiche Value - Added Reseller (VAR) of record. Very Truly Yours, Linda Devine, City Clerk City of Seal Beach