HomeMy WebLinkAbout06 IMAGING SYSTEM 05-17-99
¡'GENDA
DATE:
MAY 17, 1999
NO.6
5-17-99
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TO:
WILLIAM A. HUSTON, CITY MANAGER
FROM:
VALERIE CRABILL, CHIEF DEPUTY CITY CLERK
SUBJECT: AWARD CONTRACT - DOCUMENT IMAGING SYSTEM, ARCHIVE AND RETRIEVAL
SUMMARY: The City Clerk's Office has issued a Request for Proposal to purchase a
Document Imaging System, Archive and Retrieval, to accommodate the record storage and
document/information retrieval needs of City Hall.
RECOMMENDATION:
Authorize the City Manager to execute an agreement with RT Lawrence Corporation, La
Mirada, California, for the purchase of a Laserfiche Document Imaging System, Archive
and Retrieval, Phases I and II, for a not-to-exceed amount of $72,800 upon review and
approval of the City Attorney.
FISCAL IMPACT:
The cost for completion of Phase I is $38,200; Phase II costs are estimated at $34,600.
Phase I of the project will be installation of the system for the City Clerk. Phase I
expenditure also includes costs for the lIbackbone" of the system needed for city-wide
implementation in Phases II and III. Funding for the $72,800 not-to-exceed amount for
completion of Phases I and II has been appropriated in the 1998-99 budget at $70,500.
BACKGROUND:
The City Clerk's office began the process for purchasing a document imaging system for
City Hall in order to minimize storage space and labor required to manually store,
retrieve and process paper and microfilm documents. All departments are approaching
critical storage space needs and retrieval of documents/information can be cumbersome
and time consuming. Document imaging is a computer program that allows copies of
original documents to be stored on a compact disc (CD) (approximately 10,000-16,000
pages of text per a single CD) and provides automated methods of
document/i nformation retrieval.
To begin the process, a Document Imaging System (DIS) Team was formed consisting of
a Records Management Consultant, Chief Deputy City Clerk, Finance Director, and the
Document Imaging C
Page 2, 5-17-99
Jct
Assistant Director of Community Development. The DIS Team prepared a Request for
Proposal (Attachment A) which was forwarded to 48 vendors. On March 4, 1999, ten
vendors submitted proposals for implementation of a document imaging system in three
phases. Following review and ranking of the proposals by the DIS Team, five vendors
were invited to provide on-site demonstrations of their product at City Hall. Upon
completion of the on-site demonstrations, the DIS Team traveled to the Cities of Rancho
Cucamonga, Upland and Norwalk to view operation of the final three software products.
Reference checks were conducted on the software and vendors under final consideration.
A Document Imaging System Rating Matrix (Attachment B) was developed to assist the
DIS Team in evaluating the final three software products. As indicated in the Matrix, the
vendor cost breakdown to complete Phases I and II of the project were as follows:
RT Lawrence Corporation (Laserfiche)
Cook-Arthur (Liberty)
$ 72,800
$ 94,300
$ 66,500
*Decision Management (Questys)
* Decision Management's proposal was for Questys 2000 product. Questys 2000 is a
brand new product. During the on-site and off-site demonstrations, Decision
Management was unable to provide a complete and thorough demonstration of their
product, the product has not been sold to any other municipality or agency preventing a
valid evaluation of the product in use, and for these reasons Decision Management's
proposal was eliminated.
RT Lawrence Corporation, with Laserfiche software, was selected as the successful
vendor. The selection of RT Lawrence and Laserfiche was based on: extensive
experience with municipalities, product design for record storage and searching
capabilities are very user-friendly, high level of flexibility in customizing the product,
competitive pricing, and excellent reference checks.
The primary benefits of implementing a document imaging system are reduction in
storage space, elimination of labor intensive and time consuming document/information
retrieval, and acquisition of technology that will meet the continuing growth needs of the
City.
()~ .
Valerie Crabill, Chief Deputy City Clerk
Attachment A - Request for Proposals
Attachment B - Rating. Matrix
ATTACHMENT
A
REQUEST FOR PROPOSALS
TUSTIN, CALIFORNIA
DOCUMENT IMAGING SYSTEM
Archive and Retrieval
Winter, 1999
Developed by Diane R. Gladwell, CMC
(909) 337-3516
Table of Contents
Executive Summary................. ... ....... ....... ......... ....................................... ii
SECTION 1:
SECTION 2:
SECTION 3:
SECTION 4:
Project Overview ..........................................................1
1.0 Organization Background .......................................1
1.1 .Existing Technology Environment............................ 1
1.2 DocumentImagingProjectTeam...............................1
1.3 Pre-Proposal Conference........................................2
1.4 Vendor Selection Process .......................................2
1.5 Vendor Selection Criteria........................................ 2
Work Scope............ ........... ...... ........ ..... ....... ...... .........4
2.0 Deliverables ....................................................... 5
2.1 Phase I: .City Clerk............................................. 5
2.2 Phase II: City-WideExpansion................................5
2.3 Phase III: SystemBuildout.....................................6
Proposal Requirements ................................................... 7
3.0 Proposal .Form................................................... 7
3.1 Proposal Submission....... ................ .. ............. ... ... 7
Conditions..................................................................8
4.0
4.1
4.2
4.3
4.4
4.5
Rights..............................................................8
LatestTechnology................................................8
Ability to Perform................................................ 8
Acceptance Test/Title. .... ........ ..... ...... ...................8
Payment Terms ................................................... 9
Agreement.........................................................9
PROPOSAL FORMS.. ..................... .... ......... ....... ..... ....... ......... .............. Al
Attachment A ..... ','.".'..' .............................. ..... ...... ............ Al
AttachmentB .. ...... .......... ... ....... .... ............. ......... ......... ..... BI
CONTRACT... ....... .......... ................ ....... ... ................... .............. ..... .... CI
NETWORK AND CITY FACILITY MAPS... ................ ............ .......... .......... .MI
Developed by Diane R. Gladwell, CMC (909) 337-3516
1
EXECUTIVE SUMMARY
The City of Tustin is soliciting proposals for the acquisition, installation, training, and
support for a document imaging storage and retrieval system.
This RFP will cover a pilot system consisting of hardware and software for
Phase I:
City Clerk Department ConcuITent Licenses
-2 concurrent retrieval workstations
-1 scanning workstation
City-Wide Concurrent Licenses (selected placements)
-8 additional concurrent retrieval workstations
-2 additional scanning workstations
City-Wide Concurrent Licenses (build-out)
-15 additional concurrent retrieval workstations
-1 additional scanning workstations
Phase II:
Phase ill:
Phase I alternate: City Clerk Department Individual Workstation Licenses
-2 retrieval workstations
-1 scanning workstation
Phase II alternate: City-Wide Individual Workstation Licenses (selected)
-18 additional retrieval workstations
-2 additional scanning workstations
Phase III alternate: City-Wide Individual Workstation Licenses (build-out)
-3D additional retrieval workstations
-1 additional scanning workstation
If Phase I proves successful, Phase II will be implemented in the fall of 1999. The project
budget for Phase I is $40,000. Phase n and ill will be funded based upon the system
selected.
The deadline for submission of proposals is March 4, 1999 at 5:00 p.m.
Minimum Requirements for Proposers
-The proposing firm (vs. software manufacturer) must have installed and supported
at least one installation with 25 or more workstations successfully operating in an
IBM Novell and NT networked environment at a business location.
-Input and export via scanning or standard data file format imports (ASCII, BMP,
G IF, TIFF, JPEG, PD F)
-ODBC and OLE - compliant software (all databases)
-Greyscale scanner rated at 36 pages per minute or higher
-OCR (Optical Character Recognition)
Developed by Diane R. Gladwell, CMC (909) 337-3516
..
n
.Full-text searching
.Writes to media which does not permit additions, deletions or changes (CD,
WORM, or DVD) to produce copies for off-site storage. .
. High levels of access security
-On-Site training
.Software technical support and annual maintenance
. Breakout pricing proposal for individual components (hardware, software,
installation, and training)
.On-Site demonstration
Developed by Diane R. Gladwell, CMC (909) 337-3516
111
SECTION 1
PROJECT OVERVIEW
1.0
ORGANIZA TION BACKGROUND
Tustin was incorporated in 1927 and has a population of 65,000. The City has over 200
employees which are organized into 10 departments located in 7 buildings. Personnel and
Police have significant numbers of records that are not accessible to the public and/or other
city employees.
1.1
EXISTING TECHNOLOGY ENVIRONMENT
The City of Tustin has a state-of-the-art Wide Area Network which connects
approximately 200 users at six sites. A network diagram is included with this RFP.
The City's network is running with mixed Novell v4.11 and Microsoft NT v4.0.
Documents are stored on the three (3) Novell servers and one NT server operated
Exchange v5.5 for internal email. The network uses IPX and TCP/IP protocols
over Ethernet 10/1 00 mbps topology with twisted pair wiring and, fiber optic,
ISDN and TI connections between selected sites and within certain sites. All
existing workstations are IBM compatible PC's with Pentium chips and a minimum
configuration of 75Mhz with 16 Mb of RAM 500 MB hard drives and 14" monitors
(640x480 resolution); all new computers substantially exceed this minimum
configuration. All workstations run either Microsoft Window 95 or 98 with
Microsoft Office. Tustin utilizes McMee virus protection on all workstations and
servers. .
Bi-Tech's Unix based financial application is currently being installed and will be
utilized City-wide. The Police Department utilizes a NT based network for all
desktop applications; they are in the process of implementing a separate document.
imaging system (there are no plans for other City departments to have access to this
system).
The principal legacy applications are Novell based and utilized for Business
Licenses, .Development Permit Tracking, Parks and Recreation class scheduling,
Personnel application tracking and a variety of other ancillary applications. The
City currently has no full featured GIS system, but does utilize AutoCad and
AutoCad Map for mapping the City.
1.2
DOCUMENT IMAGING PROJECT TEAM
A project team comprised of representatives from various departments has been
organized to bring this technology to the City of Tustin. The consultant for this
project is Diane R. Gladwell, CMC. Questions or comments concerning this RFP
are to be directed to: .
Developed by Diane R. Gladwell, CMC (909) 337-3516
1
Diane R. Gladwell, CMC
P.o. Box 62
Lake Arrowhead, CA 92352
Voice: (909) 337-3516
Fax: (909) 337-3526
E-mail: gladwell4@aol.com
The RFP will be made available in electronic form upon request. All questions related to
this RFP should be submitted in writing and be addressed directly to the consultant; this
will ensure equity among proposers and that the question and cocrect information is routed
to the appropriate person. Telephone communications shall not be binding on the
Consultant(s) or City. Contact with City employees is expressly prohibited without prior.
consent
1.3
PRE-PROPOSAL CONFERENCE
An optional pre-proposal conference and facility tour will be held:
Thursday, February 18, 1999, 10:00 a.m.
Council Chambers
Tustin City Hall
300 Centennial Way
Audio tape recordings of the conference will be available upon request.
1.4
VENDOR SELECTION PROCESS
1.4.1 Selected vendors that meet the minimum requirements will be invited to
demonstrate their systems on site.
1.4.2 All vendors seeking proposal award must demonstrate their system at Tustin
on March 29, 1999. Times will be scheduled by Tustin's staff after the bids
have been received and reviewed and qualified vendors determined.
1.4.3 All vendors will be required to bring system manuals for review.
1.4.4 The City will require visits to existing installations of selected systems
approximately two weeks following the demonstrations outlined in 1.4.2.
If this is necessary, aITangements will be made individually with the
vendor.
1.4.5 Proposals will be available for public review when the award
recommendation is presented to Council.
1.5
VENDOR SELECTION CRITERIA
Evaluation of the proposals is expected to be completed within 30 days after their
receipt. The lowest priced proposal will not necessarily be selected. Selection
Developed by Diane R. Gladwell, CMC (909) 337-3516
2
criteria upon which evaluation of the proposals will be based includes, but is not
limited to the following:
1.5.1 Ease of Use
1.5.2 Speed (input, processing, and retrieval) under fully loaded conditions
1.5.3 Features
1.5.4 Security
1.5.5 Demonstrated competence & qualifications
1.5.6 Responsiveness to RFP
1.5.7 References
1.5.8 Integration to other applications
1.5.9 CompensatiC?n
The City of Tustin reserves full discretion to determine the competence and
responsibility, professionally and/or financially, of proposers.
. Developed by Diane R. Gladwell, CMC (909) 337-3516
3
2.0
2.1
SECTION 2
WORK SCOPE
DELIVERABLES
Deliverables shall include, at the least, the following components, installed and
fully functional as described below, at specified Tustin City buildings as
appropriate for Phase I, and Phase II:
2.0.1 All required software (2 copies on CD for every release, including
upgrades).
2.0.2 All required hardware.
2.0.3 All required ancillary devices (if required, cabling and network upgrades
must be fully disclosed with the bid proposal, but will be provided by the City of
Tustin).
2.0.4 The successful installation of the City Clerk Department (phase I) must take
place within 45 days of contract execution by both parties. Successful installation
for Phase II will take place within 45 days from the City's written notice to
proceed. Successful installation is defined as all components purchased via this
proposal and subsequent agreement are fully operational and able to be relied upon
on a daily basis by the City of Tustin. The consultant will provide an acceptance
certificate prior to the detennination of successful installation.
2.0.5 Manuals (one for each software license purchased).
2.0.6 On-site employee training within 14 days of successful installation.
2.0.7 Annual software maintenance and upgrades.
PHASE I: CITY CLERK
Includes hardware and software for 1 scannIng workstation and 2 retrieval
workstations.
The proposed system for Phase I shall be able to support the current and future
records volumes and system traffic demands. At the present time, there are no
funds budgeted for backfile conversion. Backfile conversion will be budgeted
based upon bids received. For planning purposes, these figures represent the
largest possible databases; Community Development records are included.
2.1.1 Minimum of 2 concurrent users perfonning full-text searches, retrieving,
and/or printing images simultaneously.
Developed by Diane R. Gladwell, CMC (909) 337-3516
4
2.1.2 Backlog of approximately 1,900,000 letter sized images stored on paper.
Content ratio is 60% typed / 25% maps diagrams or pictures / 15%
handwritten on forms.
2.2.3 Backlog of approximately 400,000 "E" sized (Up to 34" x 44") images.
Content ratio is 1 00% maps or diagrams.
2.1.4 Backlog of approximately 400,000 letter-sized images stored on microfiche.
Content ratio is 70% typed / 30% maps, diagrams or pictures.
2.1.5 Backlog of approximately 150,000 E-sized images stored on microfiche.
Content ratio is 70% typed / 30% maps, diagrams or pictures.
2.1.6 Future volume of approximately 400,000 letter sized images per year.
Content ratio will be 85 % typed / 15 % maps, diagrams or pictures.
2.1.7 Future volume of approximately 6,000 "E" sized (Up to 34" x 44")
images per year. Content ratio will be 100% maps or diagrams
2.2
PHASE II: CITY-WIDE EXPANSION
Includes hardware and software for 2 additional scanning workstations and an
additional 8 concurrent (10 total) (or alternate additional 18 individual)
workstations.
The proposed system for Phase n shall be able to support the current and future
records volumes and system traffic demands (numbers include volumes specified in
Phase I, and are presented with the same concepts.) Tustin's strategy is based
upon acquiring additional capacity for the RAID server after the initial configuration
is fully utilized.
2.2.1 Minimum of 10 concurrent users performing full-text searches, retrieving
images, and/or printing text or images (includes users in Phase I) while 3
scanning workstations are importing images and data.
2.2.2 Backlog of approximately 4,500,000 letter sized images. Content ratio is
60% typed /25% maps diagrams or pictures / 15% handwritten on forms.
2.2.3 Backlog of approximately 500,000 "E" sized (Up to 34" x 44") blueprint
and velum images. Content ratio is 1 00% maps or diagrams.
2.2.4 Backlog of approximately 300,000 "greenbar" financial report pages
(147/8" x 8 1/2"). Content ratio is 100% text (dot-matrix printing); some
may be eligible for COLD with form overlay.
2.1.5 Backlog of approximately 600,000 letter-sized images stored on microfiche.
Content ratio is 70% typed / 30% maps, diagrams or pictures.
2.1.6 Backlog of approximately 200,000 E-sized images stored on microfiche.
Content ratio is 70% typed / 30% maps, diagrams or pictures.
2.2.7 Future volume of approximately 1,200,000 letter sized images per year.
Content ratio will be 60% typed / 25% maps diagrams or pictures /
Developed by Diane R. Gladwell, CMC (909) 337-3516
5
15% handwritten on forms.
2.2.8 Future volume of approximately 7,000 "E" sized images per year. Content
ratio will be 1000/0 maps or diagrams.
2.2.9 Future volume of approximately 2,500 "greenbar" financial report images
(147/8" x 8 1/2"). Content ratio is 100% text (dot matrix printing); all will
be eligible for COLD with fonn overlay)
2.3
PHASE III: SYSTEM BUILD-OUT
Includes hardware and software for one additional scanning workstation and
additional 15 concurrent (or alternate of 30 additional workstation licenses) retrieval
workstations.
The proposed system for Phase III shall be able to support the CUlTent and future
records volumes and system traffic demands as stated in 2.2 above.
Developed by Diane R. Gladwell, CMC (909) 337-3516
6
3.0
3.1
SECTION 3
PR 0 POSAL REQUIREMENTS
PROPOSAL FORM
All proposals must be submitted on the formes) provided in the RFP Specifications.
Supplemental material may also be submitted.
PROPOSAL SUBMISSION
3.1.1 Proposals must be received no later than March 4. 1999 at the
following location:
City Clerk
City of Tustin
300 Centennial Way
Tustin, CA. 92780
Proposals received after this date will not be considered. This is a closed
bid process.
3. 1.2 All proposals must be submitted in a sealed envelope or package, plainly
marked "Proposal for Document Imaging Archive and Retrieval System"
with the name and address of the proposer and the date and time of proposal
opening on the outside of the envelope or package. No FAX submittals will
be accepted.
3.1.3 Five (5) copies of the proposal must be provided.
3.1.4 Proposals must be signed by an individual authorized to bind the proposing
entity to all commitment contained therein.
3.1.5 Proposers shall identify in writing all financial statements, copyrighted.
material, trade secrets, or other proprietary information that it asserts is
exempt from disclosure under the Public Records Act.
Developed by Diane R. Gladwell, CMC (909) 337-3516
7
4.0
SECTION 4
CONDITIONS
RI G HTS
The City of Tustin ("City") reserves the following rights:
4.0.1 To modify this Request for Proposal.
4.0.2 To require additional demonstrations and site visits to existing installations.
4.0.3 To determine the competence and responsibility, professionally and/or
financially, of proposers.
4.0.4 To accept the proposal most advantageous to it.
4.0.5 To purchase selected items the successful bidder.
4.0.6 To reject all proposals.
4.1
LATEST TECHNOLOGY
The proposer must provide all new hardware and the latest versions of all software.
All manufacturers licenses, titles, manuals, and warrantees will be passed through
to the City of Tustin. The proposer warrants that deliverables will be in
conformance with the RFP, free from defects of product or workmanship, and fit
for the intended purpose. All warrantees survive delivery and are not waived by the
City's acceptance or payment.
4.2
ABILITY TO PERFORM
Proposer warrantees that it possesses the expertise to provide all equipment, labor,
materials and licenses necessary to carry out and complete the work in compliance
with the request for proposal as well as any and all federal or state laws and
regulations.
The proposer shall guarantee that all provisions of the proposal submitted shall
remain in effect for a period of 90 calendar days from the date of proposal opening.
. Proposal may not be withdrawn after the submission date.
4.3
ACCEPTANCE TEST I TITLE
The City will require a 30-day acceptance test which will begin after completion of
installation and training for Phase I and Phase ll. 10% of the price of hardware and
Developed by Diane R. Gladwell, CMC (909) 337-3516
8
4.4
4.5
software will be retained by the City, and will be released after successful
performance of the acceptance test. After installation and training, the City will
exercise all functions of the system to ensure it meets all requirements stated in this
RFP and as stated in the Vendor's proposal. The Vendor has a duty to repair or
replace any problem components. The City's accept~ce will be transmitted in
writing. If there is no successful completion of the acceptance test, the City shall
have the option to return all equipment and software and the Vendor shall refund
any moneys paid.
PAYMENT TERMS
Payment for equipment and software, less 100/0 of the price of equipment and
software, will be made upon successful installation at the City of Tustin (all
components and functions operating successfully using Tustin's existing network.)
Upon request, the City may consider alternate payment schedules. After successful
completion of the 30-day acceptance test, the City will release the 10% holdback.
The contractor shall provide separate billing for equipment, software, installation,
and training.
AGREEMENT
Upon selection, Proposer will be required to enter into an agreement with the City
of Tustin (Attachment B) within 10 days after receipt of the agreement forins and
notice to proceed from the City. Proposer warrants it is willing and capable of
entering into this agreement and signing both certificates. Failure or refusal to enter
into an Agreement as herein provided or to conform to any of the stipulated
requirements in connection therewith shall be just cause for an annulment of the
award. Vendors should note requirements regarding indemnification and
insurance. The insurance provision should be reviewed by your insurance agent to
ensure your ability to comply in a timely fashion.
Developed by Diane R. Gladwell, CMC (909) 337-3516
9
Pricing MUST be submitted on this form.
A TT ACHMENT A: PROPOSAL" FORM - PART 1
page At
COMPONENT
BRAND
MODEL OR
VERSION
SPECIFICATIONS
lemented in current software. M=Software will be modified to
~)Onse Codes: C=Fullv im
I.a Software: 1
,"ni ng/retrieval
Jrkstation (Phase I)
l.b Software: 2
Scanning/retrieval
workstations (Phase II)
t.c Software: 3
Scanning/retrieval
workstations (Phase Ill)
I.d Software: 2
CONCURRENT retrieval
workstations (Phase I)
I.e Software: 8
CONCURRENT retrieval
workstations (Phase II)
f Software: 15
JNCURRENT retrieval
workstations (Phase Ill)
I.g Software: List
"Bundled" prices for
" . Concurrent software licenses
up to 100 users
I.h Alternate Software: 2
INDIVIDUAL retrieval
workstations (Phase I
alternate)
Developed by Diane R. Gladwell, CMC for the City of Tustin (909) 337-3516
RESPONSE
CODE I NET PRICE
(C, M, D - PHASE I
see below)
NET PRICE
PHASE n
(Do NOT
include" Phase
I costs)
NET PRICE
PHASE ill
(Do NOT
include Phase
I or II costs)
NET PRICE
OPTIONAL
UPGRADE
(DO NOT
include in
other Phase
costs)
Proposers are not required to bid on optional items
Pricing MUST be submitted on this form.
ATTACHMENT A: PROPOSAL FORM - PART 1
page A2
COMPONENT
BRAND
MODEL OR
VERSION
SPECIFICA TIONS
RESPONSE
CODE NET PRICE
(C, M, D - PHASE I
see below)
NET PRICE
PHASE II
(Do NOT
include Phase
I costs)
NET PRICE
PHASE III
(Do NOT
include Phase
I or II costs)
NET PRICE
OPTIONAL
UPGRADE
(DO NOT
include in
other Phase
costs)
!!!;.!ponse Codes: C=Fully im
l.i Alternate Software: 18
TNDIVIDUAL retrieval
orkstations (Phase II
dlternate)
1.j Software: 30
INDIVIDUAL retrieval
workstations (Phase III
al tern ate)
1.k Optional Software: Site
License
2.a 1 Scanner (Phase I):
Minimum 36ppm (Disclose
pages per minute, dpi and if
greyscale)
2.b 2 Scanners (Phase II):
Minimum 36 ppm (Disclose
~ges per minute, dpi and if
óreyscale)
2.c 1 Scanner (Phase III):
Minimum 36 ppm (Disclose
pages per minute, dpi and if
greyscale)
lemented in current software. M=Software will be modified to provide this function. D=Unable to provide this function.
2.d Optional - 1 Scanner
Upgrade: Minimum 50 ppm
or more (Disclose pages per
minute, dpi and if greyscale)
Developed by Diane R. Gladwell, CMC for the City of Tustin (909) 337-3516
Proposers are not required to bid on optional items
Pricing MUST be submitted on this form.
ATTACHMENT A: PROPOSAL FORM - PART 1
page A3
COMPONENT
~onse Codes: C=Fullt,im
~:e Optional - 1 Scanner
)grade: Minimum ~6 ppm
~uplex (Both sides of paper
simultaneously)
2.f Optional - 1 Scanner
Upgrade: E-Size documents
(same disclosures)
3.a OCR Engine (Disclose
manufacturer, version and
ratings for speed and
accuracy)
4.a Full Text Search Engine
(Disclose manufacturer &
Version & ratings for speed)
. a Archive Drive (CD or
, ¡orm - disclose media type,
brand, model, capacity &
access time)
5.b Optional- Archive
Drive (CD or Worm-
disclose type, capacity &
access time)
5.c Optional- Archive
Drive (DVD - disclose type,
capacity & access time)
BRAND
MODEL OR
VERSION
SPECIFICATIONS
RESPONSE
CODE I NET PRICE
(C, M, D - PHASE I
see below)
NET PRICE NET PRICE
PHASE II PHASE m
(Do NOT (Do NOT
include Phase include Phase
I costs) I or II costs)
NET PRICE
OPTIONAL
UPGRADE
(DO NOT
include in
other Phase
costs)
lemented in current software. M=Software will be modified to provide this function. D=Unable to provide this function.
Developed by Diane R. Gladwell, CMC for the City of Tustin (909) 337-3516
Proposers are not required to bid on optional items
Pricing MUST be submitted on this form.
ATTACHMENT A: PROPOSAL FORM - PART 1
page A4
COMPONENT
MODEL OR
VERSION
SPECIFICA TIONS
RESPONSE
CODE NET PRICE
(C, M, D - PHASE I
see below)
NET PRICE NET PRICE
PHASE II PHASE III
(Do NOT (Do NOT
include Phase include Phase
I costs) lor II costs)
NET PRICE
OPTIONAL
UPGRADE
(DO NOT
include in
other Phase
costs)
BRAND
~onse Codes: C=FuIlY-¥!!plemented in curre~t software. ~=Software will be modified ~o provide this function. D=Unable to provide this function.
6.a 1 - 21" Monitor & Card
for Scanning Worksta~ion:
280 x 1024 resolution (will
...se existing Pentium IT
CPO)
6.b 2 - Scanning
Workstations (Phase IT):
CPO, Cards and 21"
(1024x768) color monitors
(disclose standard
specifications)
6.c 1 - Scanning
Workstation (Phase III):
CPO, Cards and 3-21"
(1024x768) color monitors
(disclose standard
ìecifications)
J.d Optional - 1 Scanning
Workstation: CPO, Card &
]7" (l024x768) color
monitor (disclose standard
specifications)
7.a RAID Server: Disclose
specifications, including
monitor and storage
capacities
Developed by Diane R. Gladwell, CMC for the City of Tustin (909) 337-3516
Proposers are not required to bid on optional items
Pricing MUST be submitted on this form.
ATTACHMENT A: PROPOSAL FORM-PART 1
COMPONENT
~onse Codes: C=Fully}m
7.b Optional- CPU: Server
. necessary to segme~t
,£abases or support other
components - disclose as
above)
8.a Optional- 1 - 21"
Monitor & Card: 1280 x
1 024 resolution
8.b Optional - 1 - 17"
Monitor & Card: 1280 x
1024 resolution
9. UPS, Tape Backup,
Ancillary Cabling, or other
necessary equipment (for
RAID)
---------------
BRAND
MODEL OR
VERSION
SPECIFICA TIONS
RESPONSE
CODE
(C, M, D -
see below)
NET PRICE
PHASE I
NET PRICE
PHASE II
(Do NOT
include Phase
I costs)
NET PRICE
PHASE III
(Do NOT
include Phase
I or II costs)
page A5
NET PRICE
OPTIONAL
UPGRADE
(DO NOT
include in
other Phase
costs)
-------------------~--------------------------------------------------------
~t~~I!~ ~~ - ~a~~f~t~~ ~ - - - - - - - - - - - ~ - - - - - - J - - - - - - - - - - - - - - - I- - - - - - - - '- - - - - - - - -" - - - - - - - ~ - - - - - - - - ~ - - - - - - -
10. Sales Tax (Orange
County = .0775%)
11. Installation
12.a On-Site Training
(Phase I - 4 users, 3 system
administrators; Phase II - 18
users; Phase III - 30 users)
12.b On-Site Training:
Charge for additional
training, if desired
12.c Estimated Travel
Costs, if aoolicable
lemented in current software. M=Software will be modified to provide this function. D=Unable to provide this function.
Developed by Diane R. Gladwell, CMC for the City of Tustin (909) 337-3516
Proposers are not required to bid on optional items
Pricing MUST be submitted on this form.
ATTACHMENT A: PROPOSAL FORM-PART 1
page A6
NET PRICE
RESPONSE NET PRICE NET PRICE OPTIONAL
PHASE II PHASE III UPGRADE
COMPONENT BRAND MODEL OR SPECIFICATIONS CODE NET PRICE (Do NOT (Do NOT (DO NOT
VERSION (C, M, D - PHASE I
include Phase include Phase include in
see below) I costs) I or II costs) other Phase
costs)
Response Codes: C=Fully implemented in current software. M=Software will be modified to provide this function. D=Unable to provide this function.
13. Annual Software
"Iaintenance and Telephone
:pport (disclose for each
¡Jhase)
14. Shiooinf!
16. TOTALS (exclude 13)
Developed by Diane R. Gladwell, CMC for the City of Tustin (909) 337-3516
Proposers are not required to bid on optional items
Pricing MUST be submitted on this form.
ATTACHMENT A: PROPOSAL FORM - PART 1
page A 7
NET PRICE
RESPONSE NET PRICE NET PRICE OPTIONAL
PHASE II PHASE m UPGRADE
COMPONENT BRAND MODEL OR SPECIFICA TIONS CODE NET PRICE (Do NOT (Do NOT (DO NOT
VERSION (C, M, D - PHASE I
include Phase include Phase include in
see below) I costs) I or II costs) other Phase
costs)
Response Codes: C=Fullv implemented in current software. M-Software will be modified to provide this function. D=Unable to Drovide this function.
17.a Optional - Additional
\fdware Recommended
,.b Optional - Additional
Software Recommended
18. Optional COLD with
fonn overlay (if not included
in la-Id) Use same # of
users (Phase It lIt Ill) as
above
19.a Optional Encryption or
other Security
19.b Optional Security:
Other Solutions (disclose)
20.a Optional ICR
(handwriting)
1.b Optional Form Drop-
jt Option (if not included
in #20.a above)
21. Optional: Workflow
Technology & Integration
(routing & scheduling
documentst e.g. pennits).
Use same # of users (Phase
It lIt III) as above.
22. Optional: Internet
Application and/or
Integration. Use same # of
users (Phase It lIt Ill) as -
above.
Developed by Diane R. Gladwell, CMC for the City of Tustin (909) 337-3516
Proposers are not required to bid on optional items
Pricing MUST be submitted on this form.
ATTACHMENT A: PROPOSAL FORM - PART 1
page A8
NET PRICE
RESPONSE NET PRICE NET PRICE OPTIONAL
PHASE II PHASE III UPGRADE
COMPONENT BRAND MODEL OR SPECIFICA TIONS CODE NET PRICE (Do NOT (Do NOT (DO NOT
VERSION (C, M, D - PHASE I
include Phase include Phase include in
see below) I costs) I or II costs) other Phase
costs)
Response Codes: C=Fullv implemented in current software. M=Software will be modified to provide this function. D=Unable to provide this function.
23. Optional: Off-site E-
~ized Document Scanning
To indexing - scanning
Jnly)
23.a Optional: On-site
Scanning Service
23.b Optional: Microfiche
Conversion (if separate fee
for E-sized documents,
disclose)
23.c Optional: Microfilm
roll Conversion (if separate
fee for E-sized documents,
disclose)
24. Fee for On-site Service,
if required (disclose for each
lase and/or system).
_5. List all enchancing
modules or plug-ins for the
storage & retrieval product
bid
26. Optional
Developed by Diane R. Gladwell, CMC for the City of Tustin (909) 337-3516
Proposers are not required to bid on optional items
ATTACHMENT B: PROPOSAL FORM .'PART 2
Provide short, complete, answers to the following questions. Additional pages may' be
attached, if necessary .
COMPETITIVE ADVANTAGE
30.a In one page or less, state why your system is the best solution to meet Tustin's
needs.
SYSTEM FUNCTIONS
31.a
AU venqors are required.JQ..perform the following functions on an installed system
and disclose response times. What are the times (e.g. 2.3 seconds) with a full
database, using a Pentium 133 processor, with images stored on magnetic media,
for the following functions:
Disclose the Database Size used in this test:
MB Images
MB Text
31.a.l OCR processing speed:
31.a.2 Indexing processing speed:
(All times must start when "Enter" is activated and end when the image is
displayed)
31.a.3 Full text search - one word:
31.a.4 Full text search - two words with boolean connector:
31.a.5 Full text search - View next "hit":
31. a. 6 Image retrieval (letter size) using GUI:
31.a.7 View Next Page (letter size):
31.a.8 Image retrieval (E-sized) using GUI:
31.a.9 View Next Page (E-sized):
If an alternate hardware co~figuration was used for this test, disclose the
difference(s):
Developed by Diane R. Gladwell. CMC (909) 337-3516
Bl
31.b
Maximum simultaneous (concurrent) users of software proposed:
. Phase I:
. Phase II (concurrent license):
.Phase ill (concurrent license):
.Phase I alternate (per workstation license):
.Phase II alternate (per workstation license):
.Phase ill alternate (per workstation license):
31.c
Does your system provide "fuzzy" and/or "proximity" full text searches?
31.d What compression format does the system use (e.g. software CCITT group 4) to
write on CD, WORM or DVD?
31.e
What is the file size while being transmitted over the network of:
31.h.1 One I-page letter-sized document retrieved from a workstation?
3I.h.2 One I-page large-sized(34"x44") document retrieved from a workstation?
31.h.3 One IO-page letter-sized document retrieved from a workstation?
3I.h.2 One 10-page large-sized(34"x44") document retrieved from a workstation?
31.f Personnel and Police have significant numbers of records that are not accessible to
the public and/or other city employees. Recommend the best solution to provide high
security for these confidential records (e.g. Separate file servers, separate databases, etc.)
If any additional investment is required, disclose. This includes any possible charges for
additional databases.
31.g
Does your software provide "on-line help"?
31.h
What architecture does your system use (Client/Server, etc.)
3I.i If you proposed Workflow software (an option), please describe the functions that
are provided (e.g. process and job definition, scheduling, reminders auditing, security,
parallel and ad hoc routing, event monitoring, simulation). If any of your installed clients
are currently doing this, list the organizations name, contact and phone number.
Developed by Diane R. Gladwell, CMC (909) 337-3516
B2
31.j Briefly describe the process to publish selected documents via the City's Internet
Web page. IT any of your installed clients are currently doing this, list the organizations
name, contact and phone number.
31.k IT you have proposed a CD solution, is it CD-ROM that complies with the Yellow-
Book Standard? How does it write (Disk-at-once, Multi-session or Packet)? How are
network interruptions handled?
31.1 When you "purge" an image, does it automatically remove the full-text version of that
document? What is the process you propose to facilitate defining the retention period, then
purging documents from your system?
31.m List the names and phone numbers of 5 clients that are currently storing and
retrieving "E" sized (34" x 44") documents using your software.
INTERFACE TO RELATED SYSTEMS
32.a
What database application does your user interface utilize?
32.b
What standard DBMS formats can interface with system?
32.c How can your system provide hooks so that the images can be identified in a GIS
system, then retrieved from your software via "hot keys"?
Developed by Diane R. Gladwell, CMC (909) 337-3516
B3
32.d. Does your software have any CUlTent installations that interface with a GIS system?
If so, provide the organization, name and phone number.
32.e Tustin is implementing a Bi- TECH financial system, which has an imaging and
COLD module as an option. How can your system provide hooks so that the images can
be identified Bi- TECH, then retrieved from your software via "hot keys". If your
software has any CUlTent installations that interface with Bi- TECH's financial system list
the name and phone number.
32.f Describe the process to import financial reports (COLD) so that it retains the same
formats as the "greenbar" reports.
32.g List the names and phone number of 5 clients that are currently storing and retrieving
reports using your proposed COLD software.
32.h What is required to have your system provide documents to be searched and viewed
over the Internet? What is the process to select appropriate documents and prevent access
to other documents stored in the system? List the names and phone number of 5 clients that
are currently using your proposed internet software.
SERVICE BUREAU FUNCTIONS
. 33.a Does your company provide microfilming services? If not, please recommend a
company with a contact name and phone number:
33. b Does your company provide service bureau services for E-sized documents (on-site
or off-site scanning) without subcontracting? If not, please recommend a company with a
contact name and phone number:
Developed by Diane R. Gladwell, CMC (909) 337-3516
B4
COMPANY PROFILE
34.a.
Provide a short narrative of your company. Include:
-The date of the fIrst document imaging installation
-The number of installations currently operating the software that you have
proposed.
-The number of workstations in the largest installation of this software
34. b List other government entities that are currently using your software, a contact name
and phone number for each (list a maximum of 5):
34.c List other private-sector entities that are currently using your software, a contact
name and phone number for each (list a maximum of 5):
Developed by Diane R. Gladwell, CMC (909) 337-3516
B5
34.d What personnel will be involved with this installation? List the name, position, if a
subcontractor, responsibilities on this project and length of time. in the DIS business.
34.e A current financial statement, which will remain confidential, must be attached to
this proposal.
SUPPORT
35. a In the training you have proposed, disclose the class size, number of hours per
class, and days of training for users and system administrators.
35.b
What are the hours and days of your Telephone Support?
35.c How many employees staff your technical / customer support department? List the
position, employee's name and years experience in the document imaging software
business. .
Developed by Diane R. Gladwell, CMC (909) 337-3516
B6
CONSULTANT SERVICES AGREEMENT
This Agreement for Contract Services
made and entered into by and between
municipal corporation (I1City") , and
( 11 Consul tant II) .
(herein 11 Agreement 11), lS
the CITY OF TUSTIN, a
WHEREAS, Consultant is qualified to provide the necessary
services and has agreed to provide such services; and
WHEREAS, Consultant has submitted to City a proposal, dated
. a copy of which is attached hereto as
Exhibit II All , and is by this reference incorporated herein as though
set forth in full hereat (the I1Proposall1).
NOW, THEREFORE, in consideration of the premises and mutual
agreements contained herein, City agrees to employ and does hereby
employ Consultant and Consultant agrees to provide consulting
services as follows:
1.
PERFORMANCE SCHEDULE
1 .1 Time of Essence.
performance of this Agreement.
Time is of the essence in the
1.2 Schedule of Performance. All. services rendered
pursuant to this Agreement shall be performed within any time
periods prescribed in any Sch~dule of Performance attached hereto
marked Exhibit IID". Extension of any time period specified in the
Exhibit liD 11 must be approved in writing by the Contract Officer.
1.3 Force Maleure. Time for performance of services to
be rendered pursuant to this Agreement may be extended because of
any delays due to unforeseeable causes beyond the control and
wïthout the fault or negligence of the Consultant, including, but
not restricted to, acts of God or of a public enemy, acts of the
government, fires, earthquakes, floods, epidemic, quarantine
restrictions, riots, strikes, freight embargoes, and unusually
severe weather if the Consultant shall within ten (10) days of the
commencement of such condition' notify the Contract Officer vJho
shall thereupon ascertain the facts and the extent of any necessary
delay, and extend the time for performing the services for the
C -1- .
period of the enforced delay when and if in'the Contract Officer's
judgment such delay is justified, and the Contract Officer 1 s
àetermination shall be final and, conclusive upon the parties to
this Agreement.
1.4 Term. Unless earlier terminated in accordance with
Section 7.7 of this Agreement, this Agreement shall continue in
full force and effect until completion of the services but not
exceeding one (1) year from date hereof.
2.
COORDINATION OF WORK
2.1 ReDresentative of Consultant. The following
Principal of the Consul tant is hereby designated as being the
princip~l and representative of Consultant authorized to act in its
behalf with' respect to the work specified herein and make all
àecisions in connection therewith: '
It is expressly understood that the experience,
knowledge, capability and reputation of the foregoing Principal is
a substantial inducement for City to enter into this Agreement.
Therefore, the foregoing Principal shall be responsible during the
term of this Agreement for directing all activities of Consultant
and devoting sufficient time to personally supervise the services
hereunder. The foregoing Principal may not be changed by
Consultant without the express written approval of City.
2.2 Contract Officer. The Contract Officer shall be the
of City unless otherwise
designated in writing by the City Manager of City., It shall be the
Consultant I s responsibility to keep the Contract Officer fully
informed of the progress of the performance of the services and
Consultant shall refer any decisions which must be made by City to
the Contract Officer. Unless otherwise specified herein, any
approval of City required hereunder shall mean the approval of the
Contract Officer.
2.3 Prohibition Aaainst Subcontractina or Assianment.
The experience, knowledge, capabil i ty and reputat ion of
Consultant, its' principals .and employees were a substantial
inducement for the City to enter into this Agreement. Therefore,
Consultant shall not contract with any other entity to perform in
whole or in part the services required hereunder without the
express written approval' of the City. In addition, neither this
Agreement nor any interest herein may be assigned or transferred,
6-2-
voluntarily or by operation of
approval ,of City.
law,
without
the prior wri t ten
2.4 IndeDendent Consultant. Neither the City nor any or
its employees shall have any control over the manner, mode or means
by which Consultant, its agents or employees perform the services
required herein, except as otherwise set forth herein. Consultant
shall perform all ,services required herein as an independent
consultant of City and shall remain at a,ll times as to City a
wholly independent consultant with only such obligations as are
consistent with that role. Consultant shall not at any time or in
any manner represent tbat it or any of its agents or employees are
agents or employees of City. '
INS~~CE, INDEMNIFICATION AND BONDS
3.1 Insurance. Consultant shall procure and maintain,
at its cost, and submit concurrently with its execution or this
Agreement, publi~ liabiiity and property damage insurance against
all claims for injuries against persons or damages to property
resul ting from Consul tant I s performance under this Agreement:.
Consul tant shall also carry workers' compensation insurance in
accordance with California worker's compensation laws. Such
insura~ce shall be kept in, effect during the term of this Agreement
and shall not be cancelable without thirty (30) days written notice
to City of any proposed cancellation. ,A certificate evidencing the
foregoing and designating City as an additional named insured shall
be delivered to and approved by the City prior to commencement or
the services h~reunder. The þrocuring of such insurance and the
delivery of policies or certific~tes evidencing the same shall not
be construed as a limitation of Consultant's obligation to
indemnify the City, its consultants, officers, and employees. The
amount of insurance required ~ereunder shall include comprehensive
general liability, personal injury and automobile liability with
limits of at least One Million Dollars ($1,000,000) combined single
limit per occurrence and professional liability coverage with
limits of at least Five Hundred Thousand Dollars ($500,000).
3 .
3.2 Indemnification. The Consultant shall defend,
indemnify and hold harmless the City, its officers and employees¡
from and against any and all actions, suits, proceedings, claims¡
demands, losses, costs, and expenses, including legal costs and
attorneys' fees, for injury to or death or person or persons, for
damage to property, including property owned by City, and ror
errors and omissions committed by Consultant, its orficers,
employees and agents, arising out of or related to Consultant's
C-3-
performance under this Agreement, except for such loss as may be
caused by City's own negligence or that of its officers or
employees. In addition, Consultant shall maintain in full force
and effect during the term of this agreement policies of
comprehensive general liability, personal injury and liability
insurance with limits of at least $1,000,000 combined single limit
coverage per occurrence, and professional liability insurance
coverage with limits of at least $250,000 combined single limit
coverage per claim or per occurrence for which ce.rtificates oÍ
insurance or endorsements in form satisfactory to the City have
heretofore been delivered to City. If Consultant provides claims
made professional liability insurance, Consultant shall also agree
in writing either (1) to purchase tail insurance in the amount
required by this agreement to cover claims made withi~ three [up to
five] years of the completion of Consultant's services under this
agreement, or (2) to maintain professional liability insurance
coverage with the same carrier in the amount required by this
agreement for at least three [up to five] years after completion of
Consultant's services under this agreement. The Consultant shall
also be required to provide evidence to City of the purchase of the
required tail insurance or continuation of the professional
liability policy.
4. RECORDS AND REPORTS
4.1 ReDorts. Consultant shall periodically prepare and
submit to the Contract Officer such reports concerning the
performance of the services required by this Agreement as the
Contract Officer shall require.
4 .2 Records. Consul tant shall keep such. books and
records as shall be necessary to properly perform the services
required by this Agreement and enable the Contract Officer to
evaluate the performance of such services. The Contract Officer
shall have full and ¡ree access t? such books and records at all.
reasonable times, including the-right to inspect, copy, audit and
make records and transc~ipts from. such records.
4 .3 OwnershiD of Documents. All drawings ¡
specifications, reports, records, documents and other. materials
prepared by Consultant in the performance of this Agreement shall
be the property of City and shall be delivered to City upon request
of the Contract Officer or upon the termination of this Agreement¡
and Consul tant shall have no claim for further employment or
additiona~ compensation as a result of the exercise by City of its
full rights or ownership of the documents and materials hereunder.
(.-4-
Consultant may retain copies of such documents for its own use.
Consultant shall have an unrestricted right to use the concepts
embodied therein.
4.4 Release of Documents. All drawings, specifications,
reports, records, documents and other materials prepared by
Consul tant in the performance of services under this Þ.greement
shall not be released publicly'without the prior written approval
of the Contract Officer.
5.
ENFORCEMENT OF AGREEMENT
5.1 California Law. This Agreement shall be construed
and interpreted both as. to validi ty and to performance or the
parties in accordance with the ~aws of the State of Calirornia.
Legal actions concerning any dispute, claim or matter arising out
or or in relation to this Agreement shall be instituted in the
Superior Court of the County of Orange, State of California, or any
other appropriate court in such county, and Consultant covenants
and agrees to submit to the personal jurisdiction of such court in
the event of such action.
5.2 DisDutes. In the event of any dispute arising under
this Agreement, the injured party shall notify the injuring party
in writing of its contentions by' submitting ,a claim therefor. The
injured party shall continue performing its obligations hereunder
so long as the injuring party cures any default withi~ ninety (90)
days after service of the notice, or 'if the cure 6f the default is
commenced within thirty (30) days after service of said notice and
is cured within a reasonable time after 'commencement¡ provided that
if the default is an immediate danger to the health, safety and
general welfare, the City may take immediate action under Section
7 . 5 of this Agreement. Compliance with the provisions of this
Section sh~ll be a condition precedent to any legal action, and
such compliance shall not be a waiver of any party's right to take
legal action in the event that the dispute is not cured.
5.3 Waiver. No delay or omission in the exercise of any
right or remedy of a non-defaulting party on any default shall
impair such right or remedy or be construed as a waiver. No
consent or app~ovalof City shall be deemed to waive or render
unnecessary Cityls consent to or approval.of any subsequent act of
Consultant. Any waiver by either party of any default must be in
writing and shall not be a waiver of any other default concerning
the same or any other provision of this Agreement.
C-s-
5 .4 Riqhts and Remedies are Cumulat i ve . Except wi th
respect to rights and remedies expressly declared to be exclusive
in this Agreement, the rights and remedies of tl:1e parties are
cumulative and the exercise by either party of one or more of such
rights or remedies shall not preclude the exercise by it, at the
same or different times, of any other rights or remedies for the
same default or any other default by the other party.
5.5 Legal Action. In addition to any other rights or
remedies, either party may take legal action, in law or in equitYr
to cure, correct or remedy any default, to recover damages for any
default, to compel specific performance of this Agreement r to
obtain injunctive relief, a declaratory judgment or any other"
remedy consistent with the purposes of this Agreement.
5.6 LiQuidated Damaqes. Since the determination of
actual damages for any delay in performance of this Agreement would
be extremely difficult or impractical to determine in the event of
a breach of this Agreement, the Consultant and its sureties shall
be liable for and shall pay to City the sum of
Dollars ($ ) as
liquidated damages for each working day of delay in the performance
of any service required hereunder. The City may with~old from any
monies payable on account of services performed by the Consultant
any accrued liquidated damages.
5".7 Termination Prior to ExDiration of Term. The City
reserves the right to terminate this Agreement at any time, with or
- without causer upon thirty (30) days written notice to Consultantr
except that wh~re termi~ation is due to the fault of the Consultant
and constitutes an immediate danger to þealth, safety and general
welfare, the period of notice shall be such shorter time as may be
appropriate. Upon receipt of the notice of termination, Consultant
shall immediately cease all services hereunder except such as may
be specifically approved by the Contract Officer. Consultant shall
be entitled to" compensation for all services rendered prior to
receipt of the notice of' termination and for any services
authorized by the Contract Officer thereafter.
5.8 Termination for Default of Consultant. If
termination is due to the failure of the Consultant to fulfill its
obligations under this Agreement, City may take over the work and
prosecute the same to completion by contract or otherwise, and the
Consultant shall be liable to the extent that the total cost for
L-6-
completion of the services required hereunder exceeds the
compensation herein stipulated, provided that the City shall use
reasonable efforts to mitigate damages, and City may withhold any
payments to the Consultant for the purpose of set-9ff or partial
payment of the amounts owed to City. . .
5.9 Attorneys Fees. If either party commences an action
against the othe~ party arising out of or in connection with this
Agreement or it subject matter, the prevailing party shall be
entitled to recover ~easonable attorneys I fees and costs of suit
from the losing party.
6.
CITY OFFICERS AND EMPLOYEES; NON-DISCRIMINATION
6.1 Non-Liabilitv of City Officers and EmDlovees. No
officer or employee of. City shall be personally liable to the
Consul tant, or any successor- in- interest, in the event of any
default or breach by the City or for any amount which may become
due to the Consul tant or its successor, or for breach of any
obligation of the terms of this Agreement.
6 .2 Covenant Aaainst Discrimination. Consul tant
covenants that¡ by and for itself, its heirs, executors, assigns,
and all persons claiming under or through them, that there shall be
no discrimination or segregation in the performance of or ln
connection with this Agreement regarding any person or group or
persons on account of race, color, creed, religion, sex, marital
status, national origin, or ancestry. Consul tant shall take
affirmative action to insure tha,t: applicants and employees are
treated without regard to their race, color, creed, religion, sex,
marital status, national origin¡ or ancestry.
7.
MISCELLANEOUS PROVISIONS
7 . 1 Notice. Any notice¡ demand, request, consent,
approval, or communication either party desires or is required to
give to the other party or any other person shall be in writing and
either served personally or sent by pre-paid, first-class mail to
the address set forth below. Either party may change its address
by notifying the other party of the change of address in writing.
Notice shall be deemed communicated forty-eight (48) hours from
the time of mailing if mailed as provided in this Section.
To City:
[;-7-
CITY OF TUSTIN
300 Centennial Way
Tustin, CA .92780
Attention:
(Contract Officer)
To Consultant:
7.2 Inteqrated Aqreement. This Agreement contains all
of the agreements of the parties and cannot be amended or modified
except by written agreement.
7.3 Amendment. This Agreement may be amended at any
time by the mutual consent of the parties by an instrument in
writing.
7.4 Severability. In the event that anyone or more of .
the phrases, sentences, clauses, paragraphs¡ qr sections contained
in this Agreement shall be .declared invalid or 'unenforceable by
valid judgment or decree of a court of competent jurisdiction¡ such
invalidity or unenforceability shall not affect any of the
remaining phrases¡ sentences¡ clauses¡ paragraphs, or sections of
this Agreement¡ which shall be interpreted to carry out the intent
of the parties hereunder.
7. S. CorDorate Authority. The persons executing this
Agreement on behalf of the parties hereto warrant that they are
duly authorized to execute this Agreement on behalf of said parties
a~d that by so executing this Agreement the parties hereto are
formally bound to the provisions of this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement
as of the dates stated below.
IICityll
Dated:
corporation
CITY OF TUSTIN, a municipal
(;8-
By:
Name
APPROVED"AS TO 'FORM:
Lois Jeffrey
City Attorney
II Consul tant II
By:
Name Printed
Title
CONSULTS/agrement.frm
V9-
EXHIBIT JAil
PROPOSAL and SCOPE OF SERVICES
Actached hereto are:
1)
2)
Consultant's Proposal; and
Scope of Services
(,-10-
Scope of Services
The following is the itemized scope of services which the
Consultant is expected to perform as a part of this'Agreement.'
~-ll-
EXHIBIT "B"
SPECIAL REQUIREMENTS
t-12 -
EXHIBIT IICII
SCHEDULE OF COMPENSATION and PERSONNEL HOURLY RATES
Attached hereto are:.
1)
2)
Schedule of Compensation; and
Personnel Hourly Rates
~-.13 -
SCHEDULE OF COMPENSATION
&14-
PERSONNEL HOURLY RATES
The Consultant's personnel hourly rates shall not change from the
attached schèdule without approval from City.
c- 15 -
EXHIBIT "D"
SCHEDULE OF PERFORMANCE
C-16-
ALL PURPOSE ACKNOWLEDGMENT
COUNTY OF
)
) 5S:
)
STATE OF CALIFORNIA
On this
àayof
19---, before me,
Notary Public, personally
appeared
- ..
Name(s) of Signer(s)
personally known to me - OR
proven to me on the basis of satisfactory evidence to be the
person(s) whose name(s) is/are subscribed to the within
instrument and acknowledged to me that he/shè/they executed
the same in his/her/their authorized capacity(ies), and that
by his/her/their signature(s) on the instrument the person(s),
or the entity upon behalf of which the person(s) acted,
executed the instrument.
Witness my hand and official" seal.
NOTÞ.RY SEÞ..L
Signature of Notary
CAPACITY CLAnŒD BY SIGNER:
SIGNER IS REPRESENTING:
Name of Person(s) or Entity(ies)
----- !ndividual(s)
Cor'..orate
----- . -
----- Officers
Title(s)
Partner(s)
General Partner of a Limited Partnership
At:or:1ey-in-Fact
Trustee (5)
Subscribing Witness
Guardian/Conservator
O~he:-:
(-17-
TH!S C~RTIF!CAT~ I~ST BE ATTA~~ED TO THE DOCUMENT DESCR!BED
TO TH~ RIGHT:
Title or Type of Document:
N¡;rr.ber of Pages:
Date of Document:
Signer(s) Other Than Named Above:
(-18 -
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DATA GENERAL CORPORATION
2603 Main Street Suite 400 -
Irvine, CA 927-14
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--------
....--
DATE
09/15/98
DRAWING DESCRIPTION:
Logical Diagram
----.---------
DRN.
----. ----
James Bennett
--.------
THE PROJECT
CITY OF TUSTIN
.Network Diagram
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DRAWING NAME:
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ATTACHMENT
B
FileServer
l=Low
Quality
5=High
Quality
3.5 4.5 4
66.5 81 72
Ver.2
RTL (LaserFièhe)
3.5
3.5
WEIGHTED RATING
70
70
NOTES:
ExperVision
Decision Management (Questys)
WEIGHTED RATING
NOTES:
/-~
Caere
Omnipage
Cook-Arthur (Liberty)
WEIGHTED RATING
NOTES:
Caleca
Wordscan
Plus
Developed by Diane R. Gladwell, CMC for the City of Tustin (909) 337-6430
$7,890: Pent.
II 450Mhz;
256 RAM;
36 GB HD
(DMC)
Ver.2
RTL (LaserFiche)
WEIGHTED RATING
NOTES:
Decision Management (Questys)
WEIGHTED RATING
NOTES:
,,-
Cook-Arthur (Liberty)
WEIGHTED RATING
NOTES:
16
Scanner
l=slow,
unreliable
5=fast,
experienced
4.1
65.6
4.5
72
Fujitsu
3097DG
(Duplex) 39
ppm
4.2
67.2
Developed by Diane R. Gladwell, CMC for the City of Tustin (909) 337-6430
11
4.2
46.2
LaserFiche
4.2
46.2
Questys
3.6
39.6
Liberty
page 2
Jt\¡\\¡¡\¡\¡¡¡¡I¡gj¡\:I:::I¡lI¡
11
Easy for IS to
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l=time
consuming
5=easy
4.3
47.3
4.2
46.2
3.3
36.3
Ver.2
DOCUMENT IMAGING SYSTEM RATING MATRIX
page 3
...,.....",..,....,......,..,
.........,..,........',....,..,
Weight (Importance to Tustin) .',',',',',',',',',',',',',',',',',',',',',',',',',',',',',',
..,........'....,......,......
IIIIIIIII 9 9 8 8 7 7 7 6
1 =we don 't care 20=critical .
Database E-Size Docs Export to Internet Reports I
OCR Speed Index Speed GIS COLD
1=limlted l=not Publishing Purging
t'tll (processing) (processing) l=Doesn't l=none
5=rated experienced l=none l=Fixedllimi
l=slow l=slow Know 5=included
highly, 2=experience 5=fast 5=fast 5=Current at no cost 5=easy, ted 5=User
unlimited d Itallations experienced defined
:;::;::::::;:::;:::::::::::;:::;::;::;:;:::;:::::::;::::::::
RTL (LaserFiche) .:::¡:I:¡¡\::I:¡:ø~:M:I¡f::}:I 4 4 4.2 4.5 3.8 3.8 4.5 3.5
""""""""""""""
:':':':':':':':':':':':':':':':':':':':':':':':':':':':':
WEIGHTED RATING ":':':':':':':':'Jl\~,':':':':':':':':':':' 36 36 33.6 36 26.6 26.6 31.5 21
::::m::):(:::;,:::,:{:::;}:):m:r(
NOTES:
Knows of 1
City that did $10,000 (1) $8,000 (1)
it themselves
Decision Management (Questys) 4.2 4.5 4.5 3 3 3 3.5
.:¡:¡:¡:::¡:::¡:¡\¡:¡:iii::¡¡:¡¡:¡:::¡:::¡:¡:j:¡:: 1:¡::¡::¡:l:¡:¡:::~Q~:í::¡:::::¡:¡:::¡:¡:¡:: .."........,......'....,.... ......................'..,..' ',',',',',',',',',',',',',',',',',',',',',',',',',',',',' ::::¡:¡¡¡¡¡:¡¡¡:::::¡~l¡:j:::¡:¡:¡:::¡¡¡¡¡:¡:¡:¡: """""""""""""'" :':':':':':':':';::':':':':':':':':':':':':':':':';':':':' """""""""""""""
..""""""..".."""", '::j::::::::\:::::¡:::~ø::::::::::::::::::::::¡:: "....".."".."""""... ':::::::::::¡!i!:::::::îì::::¡i::¡:::::¡!:¡:::::::::
':':':':':':':':';1~r~r:':':':':':';,:,;< '¡¡:i::¡:I::¡:::¡::Iø:::¡:j:¡::r::::I:¡:: :¡1:¡:j:::::::j::I\~1::¡:¡::¡:::::::::::::::::i ","""""',""','2':1""""""""',""','
WEIGHTED RATING ,........, "......,.. ,......,..' . .............
,',',',',',',""', ,',',' ',',',',',',',',',',' :ttttt::::,:;::,::t(tttJ:
,',','"",',',','..', ,',' ,',',',',',',',',',','
::::::::::::::::::,,',';,;::~;.:,,:;::::;::::;:::::;¡:::
NOTES: ::::::;}:::;}??~::;::?:t::;::::?:::{
.:':':';.:':':':':':':':':':':':':':':':':':':':':':':':':':'
:::::::::::::;:::::::::::::::::::::::::::::::;::::;::::::::::
."""""""..",..,......"
(none) $25,000 (0) $9,000 -
$21,000 (1)
[1~lItl'IIJ 3,5
Cook-Arthur (Liberty) 3.8 4.5 4.2 4.2 4.8 4.5 4.5
:::¡:¡:¡::¡¡:¡:::¡4g~~¡¡:¡¡:¡¡:¡:¡:¡j¡¡¡ji¡. ,..............,..,........., ::::j¡j¡¡:¡¡¡::¡:iIJ¡gi:¡¡::j¡:¡::::::::::: ,::¡:¡::I::¡::¡:::¡#i:[¡:¡:¡:::¡:¡¡¡¡¡¡::¡:¡:: .::::¡¡¡:::::::¡¡:II~~¡:::::j:::¡::::¡:¡:¡:. :::¡!¡:¡¡:j¡::¡¡::¡i~!j¡::¡:¡¡:¡:¡¡¡:::¡:¡¡: :j¡¡:¡:¡:¡j::¡:¡::~#~(f::¡:¡¡¡:¡¡¡¡¡¡::¡:¡:: {~t:ttðl:¡J.::::\trt: ""'.."..,...,............,
WEIGHTED RATING ::¡¡:¡:¡¡¡¡¡I¡iî~:~jj¡¡::I:i:¡:¡¡:¡¡¡: .:j:¡¡¡¡¡¡j¡:¡¡:::¡:::gŽ::j¡¡:¡:::¡:¡¡:::::::::::.
::::::f:n::::::,,::,,:t:::{)};:fr
NOTES: .:':';':':':':';':.:':':';':.;,;.:':':.:':':':.:':':':':':':'
::;::;::::;:;:::;:;::::::;:::::;::::;:::::::::::;:::::;:::::;
:::::t:t(t:::t:r:r::::t:::t:\:~
.',',',',',',',',',.,',.,',',',.,'.',',',',',',','.',',',',',
.:':':.;':':';':.:':':':';':':':':':':':':':':':':':':':':':'
::}}}:::::::{::::{::::::::::;::~;:::{;::::: Checking Liberty is Automatic
11111111 $6,000 -
B trieve with ESRI dealer $7,000 (5) Retention
$28,000 (5)
Liberty.... (none) Calculations
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Developed by Diane R. Gladwell, CMC for the City of Tustm (909) 337-6430
Ver.2
DOCUMENT IMAGING SYSTEM RATING MATRIX
page 4
Weight (Importance to Tustin) :':':':':':':':.:':':.:':':':':':':':';':':':
4 4 2 1 15 Te::mallllllllll 5 2
1 =we don't care 20=critical
-
Workflow I)hone I Other Service
Workflow ICR Encryption On-site Support ,',',',',',',',',',',',','..,',',',',',',',', Cities
Features (MJr'::nãf=-:: Bureau
Cost l=no bid l=no bid Support 1 II ",..,..n,......$." who use
-SOla ,'....,',',',','....,',','..,',',',',',',',',
l=none - - ¡¡¡f:J#.P.9l~,i:¡I I=No bid
S=integrat l=expensiv S=good, S=good, l=none S-experien ........,',','..,'............,','..,',',',', it S=Experit
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ed, robust S=many nce
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RTL (LaserFiche) 3 3.5 2 1 4.6 4.5 :i¡:::i::IIm1::ij:i:¡ii:¡:¡ii 5 2
WEIGHTED RATING 12 14 4 1 69 67.5 '¡¡j¡i¡¡¡jî4~:î¡:¡¡¡i:¡¡i:i: 25 4
NOTES: /;¡;::~¡{{:t~¡:~:}{:(¡~¡
.........."..'..,.."
(no price TBD no bid 8:30a -6p
yet..)
Decision Management (Questys) 4 3.5 2 1 4.5 4.3 4 3
WEIGHTED RATING 16 14 4 1 67.5 64.5 11.9 20 6
NOTES: ;::::::::;::::::::;:;::;:::;::::;::::::;::;:;
:::::::;:::;:;::;::;:::::::;:::;::;;;;:::::;:
"""""",',','""",'"",'"",','",',
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Customize . 1- ¡{:?¡{~:ttt¡¡t¡¡~:~¡¡;:¡:
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,'..,','...',','...',',','......,'......,'",
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dear $14,000; II ? $19,000 Included? 8a - 5p ;.:,:,:,;,;,;,;,;.;,;,:,;,:,;,:,;,;,;,;.;,;,;
,;,;,;,:,;,:,;,:,;,;,:,:,;,:,;.;.:,:,;,:,:,;,
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$9,000 ¡:!¡IItiiII¡!¡iIt¡¡¡!¡i¡
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Cook-Arthur (Liberty) 4.5 4.5 4 1 4.5 4.1 3 3
WEIGHTED RATING 18 18 8 1 67.5 61.5 28 15 6
NOTES: ;,:.;,;,;,:,:,;,;,:,;,;,;,;,;,;,;,;,;,;,:,;,;
,'....,'....,'...',','..,'......,',',',',',',
::!¡:::¡¡!¡i:¡¡IiI¡:!Iii¡¡¡¡::i:i!¡:
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;':';':':';,;,;,;,;,;,;,;,;,;':';,;':':';,;,;
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N/C; Gothru ;;;:;~;:;:;:;:;:;::::;;:;:;;;::;;;;:;;;;:;:;
Cardiff; [}}}!:¡:!rf}I}!II[
Customizat Inluded? 8a - 5p Cook -
$6,500 :;;::::;;;::;:;;:::;:;:;;:;;;::;::::;::;::;:;
ion is extra Arthur 1st ::::;:::;::::::;;::::;;:;::;;:::;;;:;::::;;:;
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Developed by Diane R. Gladwell, CMC for the City of Tustin (909) 337-6430
Ver.2
DOCUMENT IMAGING SYSTEM RATING MATRIX
page 5
Weight (Importance to Tustin)
1 =we don't care 20=critical
RTL (LaserFiche)
WEIGHTED RATING
NOTES: PHASE 3 IS BASED
UPON 25 CONCURRENT
USERS, NOT 29/
Decision Management (Questys)
WEIGHTED RATING
NOTES:
"
Cook-Arthur (Liberty)
WEIGHTED RATING
NOTES:
15
15
Length in # Installatio
DIS Business ns l=none
l=new 5=more
5=over 9 than 1,000
years .
4.5
67.5
1992- R TL
1976-
LaserFicbe
4.5
67.5
1986
4.4
66
Liberty: 1988
Cook Arthur:
1973
4.5
67.5
2,000 I 250
w/s
3.5
52.5
250 I 80 w/s
4
60
500 I 800
wIg
10
DIS
Company's
Financials
l=weak
5=strong
4
40
3
30
3.5
35
Developed by Diane R. Gladwell, CMC for the City of Tustin (909) 337-6430
10
Licensing I
Agreement
l=per wIg
5=concurren
t I Site
3.9
39
Only
Concurrent;
Buildout
Enterprise is
$101,580;
3.9
39
Only
concurrent
4
40
Either
structure
10
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;:::;:::::::::;:::::::::::::::::::::;:;:;::::::::::;:
',',',',',',',',',-,',',',',-,',',',-,-,',-,-,',',-,'
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',',',',',',',',',',',',',-,',',',',',',',',',',',',-
;':';':':':':':':':':':':':':':';':':':':':':':';,;':
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:;;:::::;::::::;::;::::::::::::::::::::::::;::::::;::
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4.7
47
$38,200 (inc.
Snapsbot-
$1,000, E-
mail-$600,
Audit trail-
$5,000)
4.8
48
$35,700 (add
Thougbt)
4.5
45
$44,300 (inc.
Native
Viewer -$700)
10
Phase II
Price (10
w/s)
l=expensive
5=cheap
4.7
47
$34,600 (inc.
Snapshot-
$2,500, E-
mail-$2,000)
4.8
48
$30,800
4.5
45
$50,000
10
Phase III
Price (16
w/s: b/o=29
w/s)
l=expensive
5=cheap
4.4
44
$12,400
(buildout -
$85,200;
RAID equity
$1,500 =
$83,700)
4.5
45
$22,100
(buildout -
$88,600;
RAID Equity
+$2,110 =
$90,710)
4.2
42
$42,200
(buildout -
$136,500;
RAID Equity
$1,500 =
$135,000)
10
,...... ,.., "',..'
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I':¡~~:::¡:::¡:\:¡:::::::!:!¡¡:¡:\::¡¡:::\¡:::\!'
M&O Cost
(annual
maint.)
l=expensive
5=cheap
4
40
1 -$4,600
II-$8,OOO
lII-$8,OOO
4.3
43
1-$6,000 for
40 hours (all
phases)
3.8
38
1-$3,500
II -$6,100
III -$11,500
.........."..........,
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