HomeMy WebLinkAboutMunicipal Code Corp Imaging-Laserfiche
PURCHASE
ORDER#
00005070-00 FY 2006
CITY OF SEBASTIAN
ATTENTION FINANCE DEPARTMENT
1225 Main Street
Sebastian, Florida 32958
Tel: (772) 589-5330 Fax: (772) 589-5570
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IMPORTANT
PURCHSE ORDER NUMBER MUST APPEAR ON ALL SHIPPING
NOTICES. BILLS OF LADING. PACKAGES. PACKING LISTS.
INVOICES. FREIGHT BILLS AND CORRESPONDENCE CONCERNING
THIS ORDER.
TAX EXEMPT #41-04-012831-54C
IMPORTANT: THIS PURCHASE ORDER IS SUBJECT TO THE TERMS AND CONDITIONS ON THE FACE AND REVERSE SIDE HEREOF,
ACCEPTANCE IS LIMITED TO TERMS OF THIS ORDER.
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VENDOR: IF PRICES WHICH APPEAR ABOVE ARE NOT CORRECT CALL PURCHASING AGENT AND DELAY FURTHER ACTION
PENDING INVOICE. f:;:equ i s;. i t. ion
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ACCOUNT NUMBER
AMOUNT
VENDOR
LASERFlcttlt SOFTWARE
QUOTATION SHEET
SOFTW ARE
o 5 LF Retrieval User ($220 each)
Total Software
$1,100
$1,100
ANNUAL SOFTWARE SUPPORT
*MCCihas pro-rated the slIpport of this additiolUll software to be congrlU!llt with yollr clI17't!nt systan's
SlIpport (LSAP) dates, the pllrpose of which is to align tdl software with one SlIpport date so lllaintenance
ofyollr accollnt is made easy. If yo II decide to exeCllte this contract more than 30 dtzys after the
contract date, please contllct yollr Accollnt Execlltive to obtain a cllrrent proposal with cllrrent prking.
If the contract is Olltdated by 30 dtzys or ",ore and is execllled, MCCi will bill for the acIIUlI amollnt,
which may be higher or lower than the ollldated quote.
o 5 LF Retrieval User Priority LSAP ($66 each)
Total Software SlIpport and Updates
$330
$330
For blldgetary pllrposes, the Client should incl1Ule $330 in addition to their cllrrent Sllpport amount in
annllal blldget for renewal of LSD of the above quoted software.
OPTIONAL: INSTALLATION. TRAINING & SUPPORT SERVICE:
I:J Phone Support Installation
I:J On site Installation & Training, includes travel expenses
I:J Professional Services Package
*Travel expenses not includedfor onsite visits.
$85 per hour
$1200 per day
$110 per hour
PAYMENT & BILLING TERMS
MCCi will invoice 100% of the total contract amount upon ordering of software. Payment will be due
upon receipt of an invoice.
Total Cost
$1,430
Submitted by MCCi, LLC on December 6, 2005
Accepted 1his 'JI:!:-- day of ~~, 2005 by the City of SEBASTIAN, FLORIDA.
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PURCHASE
ORDER #
00004584-00 FY 2004
CITY OF SEBASTIAN
ATTENTION: FINANCE DEPARTMENT
1225 Main Street
Sebastian, Florida 32958 .- - .,
Tel: (561) 589-5330 Fax: (561) 589-557Q
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IMPORTANT
,t. ,: p!JReHASE,ORDER NUMBER MUST APPEAR ON ALL SHIPPING
.' . v ~ NOTICES, BILLS OF LADING, PACKAGES. PACKING LISTS.
INVOICES, FREIGHT BILLS AND CORRESPONDENCE CONCERNING
Am T!e ~R.
I \ I TAX EXEMPT # 41-04-o12831-54C
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^' ,C I' II\f:i ! i , I 11.:, I I' () I, ,'~:' () I n 1 ( li II I i
00 Capitol Circle S.W
llahassee, FL 32316
'i,ty of Sebastian
t.tn: Cit.'y' Cle';-k
1225 t'12l. i. n St.l-eet.
'eba.st.ia.r!, FI_
lnicipal Code Corp
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01 ~ F ScanConnect
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15c;a . (){)c){)()
159.00
EA
04 1 Day Installation and Training of
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ill ()
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CM
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EA
1 ()t:/2 = ()()()()()
1,062.00
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'7'40 . 00000
940.00
PO Tot.al
2 , 161 . QO
***** General Ledger Summary Section *:***
Account.
Amount.
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2,161:rCH)
ACCOUNT NUMBER
AMOUNT
TO ASSURE PROMPT PAYMENT FOllOW
"SHIPPING AND BILLING INSTRUCTIONS"
ON REAR OF THIS ORDER
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PURCHASI GENT
VENDOR
LASERFICHE SOFTWARE
(Adding on to the City Clerk's System)
QUOTATION SHEET
The below prices are based upon our SNAPS II agreement which expires 9/4/2004. Prices are subject to
change after this date.
rfrw ARE
LF ScanConnect (required for each scanner purchased/utilized) $159
HARDWARE: Hardware prices do fluctuate frequently. Pricing will be confirmed prior to order.
Please see section ten for minimum hardware requirements.
DO UMENT SCANNING HARDWARE: Hardwarepricesdofluctuatefrequently. Pricing will
be onfirmed prior to order.
Scanner: Fujitsu 4120C
J.5 ppm / BlacklWhite & Color /50 page ADF / Maximum paper size 8 Y2" x 14", USB
[JI Fujitsu - Advanced Exchange fi-4120C Post Warranty - 1 yr.
$1,062
e
I T ALLA TlON TRAINING & SUPPORT SERVICE:
1 day, Installation & Training of software
*Please note this option for installation & training is strongly
recommended by MCCi to provide the IT department with training
on installing and using the LaserFiche software.
$940
PAYMENT & BILLING TERMS
MCCi will invoice fifty percent (50%) of the total contract amount upon scheduling of installation. Balance will
be invoiced and billed upon completion of installation. Payment will be due upon receipt of an invoice.
Total Cost with Installation & Training (excluding extended scanner warranty)
$2,161
The terms of this agreement shall remain in force and effect for a period of ninety (90) days from the date
appearing below, unless accepted by the Client.
Submitted by:
MCCi, a Limited Liability Company
Date:
August 24, 2004
By:
m -L'------
(Signature)
Name & Title:
Lawton Langford - Managing Director
Witness:
(Signature)
Noted Items Accepted by:
CITY OF SEBASTIAN, FLORIDA
Date:
4 I, c / C7~l
By:
~~
(Signature)
Name & Title:
j11jS
/V~ T' I/v On J( Into Avr4 (' .c;'ft
Witness:
LASERFICHE SOFTWARE
QUOTATION SHEET
INSTALLATION. TRAINING & SUPPORT SERVICE:
o 1 day Migration & Training ofLF Version 7 ~oftware@ $1',200/day "Travel expenses included $1,200
Note - This is an addendum to the proposal that was signed by the City of Sebastian on September
16,2004, per discussion between Donny Barstow and Donna Cyr. Upgrade to Version 7 will be on
the current Team Server, and will o'ccur the same week the purchased scanner is to be installed.
PAYMENT & BILLING TERMS
MCCi will invoice fifty percent (50%) of the total contract amount upon scheduling of installation.
Balance will be invoiced and billed upon completion of installation. Payment will be due upon receipt of
an invoice.
Total Cost
$1,200
Submitted by MCCi, LLC on February 28, 2005
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Accepted this (~4 day of I ~ ./ , 2005 by the City of SEBASTIAN, FLORIDA.
...------.
o/Jat:!-
PROFESSIONAL SERVICES PROPOSAL
MCCi, a Limited Liability Company and subsidiary of MUNICIPAL CODE CORPORATION, which is duly
organized and existing under the laws of the State of Florida, hereinafter referred to as MCCi, hereby offers the
LaserFiche Software & Services to the City of SEBASTIAN, FLORIDA, a corporation duly organized and
existing under state law, hereinafter referred to as the Client, according to the following terms and conditions.
LASERFICHE
SOFTWARE
LASERFICHE SOFTWARE. MCCi will provide the Client with the LaserFiche (LF) Plus Plug In, Software for
installation on the Client's existing LaserFiche System.
SOFTWARE SUPPORT. Support for the above software is offered by MCCi and Compulink (Developers of
LaserFiche software). LaserFiche Software Assurance Plan (LSAP) includes: Telephone Hotline (or E-Mail)
support with regular response time, all new solSware releases and updates, 24-hour FTP and web site access and
technical bulletins and newsletters
SOFTWARE INSTALLATION. MCCi will install all sof~ware outlined here in. If additional software is
needed to bring the site up to specifications (outlined within brochure) customer will be billed accordingly.
HARDWARE SUPPORT AND TRAINING. Support for the Hardware is provided by the hardware
manufacturer and is the responsibility of the Client.
HARDWARE INSTALLATION. MCCi will install all necessary hardware changes at the time of the initial
software installation.
COSTS. Costs for this additional software are as outlined below. Please check all boxes that apply upon
acceptance of contract.
SO'ARE & SUPPORT
~LF pPlUs Plug In $3,567
lug Plus In LSAP (annual support for above) $1,495
INSTALLATION & TRAINING
PPSSP hours can be used for installation and training of the Plus Software.
PAYMENT & BILLING TERMS. MCCi will invoice 50% of the total contract amount upon scheduling of
installation. Balance will be invoiced and billed upon completion ofinstallatiun. Payment will be due upon
receipt of an invoice.
Submitted by MCCi
January 30, 2004
,2004 by the City of Sebastian, Florida.
/ Title: J
PROFESSIONAL SERVICES PROPOSAL
MUNICIPAL CODE CORPORATION, a corporation duly authorized and existing under the laws of the
State of Florida, hereinafter referred to as MCC or MCCi, hereby offers the LaserFiche Software & Services
to the City of SEBASTIAN, FLORIDA, a corporation duly organized and existing under state law,
hereinafter referred to as the Client, according to the following terms and conditions.
SOFTWARE & HARDWARE
LASERFICHE SOFTWARE. MCC will install all software outlined here in. If additional software is
needed to bring the site up to specifications customer will be billed accordingly. MCCi can provide
additional LaserFiche Plug-ins Utilities, & Tools software. LaserFicbe offers a selection of add-ons and
development tools designed to let you tailor LaserFiche to meet your needs.
LaserFiche E-Mail Plug-inTM allows instant electronic document distribution via standard MAPI-
compliant e-mail applications.
LASEREICHE SOFTWARE UPGRADE. When software is upgraded, the old copy of the software
must be returned and will no longer be a valid copy. Proof of previous purchase is required to receive
upgrade. Upgrade credit applied towards new purchase is 100% of original purchase price. The
difference between the new system (server, full and retrieval users) price and the old system (server, full
and retrieval users) price must be greater than or equal to 10% of the new system price. Otherwise, a
minimum software upgrade adjustment will be applied to comply the 10% price difference requirement.
One year of LSAP must be purchased for new products when upgrading. LSAP of the original product
will not be credited. However, remaining months of LSAP can be applied towards the new purchase of
one year of LSAP for the new products.
SOFTWARE SUPPORT. Software Support for the above software packages is offered by MCCi and
Compulink. (Developers of LaserFiche software) Any Updates requiring shipment of Sofiware requires
Client to pay shipping costs.
· LaserFiche Software Assurance Plan (LSAP)
Telephone or E-Mail support for software related issues
All new software version updates
24-hour FTP and web site access
Technical bulletins and newsletters
END USER TRAINING. MCCi will provide instructor-led hands-on training in the operation of the
LaserFiche Software and Plug-ins. Training arrangements will be dependent upon number of users
purchased. Training will involve demonstrating the setting up of volumes, templates, and folder
hierarchy. Training also includes how to Scan, Optical Character Recognition (OCR), Index, and Search
the documents and more.
SYSTEM ADMINISTRATOR TRAINING. MCCi will provide a one day training session to your
organization's Systems Administrator. The Training will include Configuring LaserFiche System,
Database Maintenance, Security Settings, Data Back Up, Methods of Communication for LaserFiche
Software Support, and Solution Development.
SITE PREPARATION. Site should be ready for installation according to specifications outlined within
the LaserFiche brochures listed under "Technical Specifications". Any additional work by our IS
installation team not covered in this contract, ie: Network modification and reconfigurations; will be
billed at $125 per hour.
RECOMMENDED HARDWARE SPECIFICATIONS. MCCi will provide necessary consultation as
to the compatibility of current hardware with the LaserFiche system. Changes and recommendations will
be made at the time of consultation. See system requirements below. Please keep in mind that these are
the minimum system requirements. All scanners also require the ScanConnect Software, which is quoted
below.
HARDWARE. Hardware prices do fluctuate frequently. Pricing will be confirmed prior to order. Support
for all Hardware is provided by the hardware manufacturer and is the responsibility of the Client. Warranties
for all hardware can be quoted upon request.
PAYMENT & BILLING TERMS. MCCi will invoice fifty pement (50%) of the total contract amount
upon scheduling of installation. Remanding amount will be invoiced and billed upon completion of
installation. Payment will be due upon receipt of an invoice.
SQ~WARE & SUPPORT
LF 6 User E-Mail Plug In ~ $75 each
F 6 User E-Mail Plug In LSAP (annual support of above) ~ $15 each
$450
$90
INSTALLATION & TRAINING
Note: Installation to be done at the time of additional training, which has been requested by the City. If done
at another time PPSSP hours can be used if available, travel expenses will apply if PPSSP hours are used.
**Software and Hardware prices do fluctuate frequently. Pricing will be confirmed prior to order**
Submitted by
Municipal Code Corporation
December 18, 2003
Accepted this ~ day of~~l~ , 2003 by SEBASTIAN, FLORIDA.
Title:
MCC IMAGING
PERSONALIZED PROFESSIONAL
SERVICES AND SUPPORT
QUOTATION SHEET
ADDITIONAL SYSTEM SERVICES
[] Personalized Professional Services and Support Package:
(Not to exceed 20 hours annually, additional hours will be billed at $113 each)
$2,260
This Optional Package is strongly recommended to personalize the LaserFiche Software
for optimum use by members of your Organization. *Note: A 7% discount will be given
on back file conversion when this option is purchased.
SOLUTION DEVELOPMENT/CONSULTATION. MCC Imaging will consult with end users,
retrieval viewers, and also the System Administrator, in an effort to develop strategies for
Document Management prior to the initial installation and user training. This inctudes:
Researching various documents in order to determine desired organization and retrieval
capabilities of those documents, and Consultation on the indexing of documents (Our
experience in indexing is invaluable). This service is a one-day session that involves showing
you how MCC Imaging's other customers are using their systems, and also many of the
solutions that we have developed for customers, such as the development of a Records
Retention program within LaserFiche. This service is optional, but definitely recommended.
USER TELEPHONE or EMAIL SUPPORT. This optional service is offered by MCC Imaging to
augment the LaserFiche Software Assurance Plan. This service provides for MCC Imaging to
provide Telephone (or Email) User question support by the next business day for questions
relating to the use of the software which is not covered in the Software Support.
ANNUAL ON SITE REVIEW AND ANALYSIS. This annual service is intended to ensure that
your organization is using the system to its fullest capabilities. MCC Imaging will come on site to
review and analyze how your organization is using the LaserFiche System in its day to day
operations. MCC Imaging will identify any potential problem areas and make recommendations
for better use of the system. MCC Imaging will provide any additional training necessary for
making recommended improvements and also task specific training that you have requested
while on site. MCC Imaging will review your organizations database backup procedures to
ensure the data backup is being performed as recommended. MCC Imaging will also provide
consultation with members of your organization to assist in developing Document Management
solutions specific to your needs. This Service is strongly reccommended. This analysis is
designed to be implemented 6 months after the initial LaserFiche Software installation, and
would be performed annually after t~t)date.
Acceded this ~ day of~%~:~[~_, 2002 by Sebastian,
Florida.
/ /r
k-~ ~l'~natur~ ' [ ' Title?
PROFESSIONAL SERVICES PROPOSAL
MUNICIPAL CODE CORPORATION, a corporation duly authorized and existing under the laws of the
State of Florida, hereinafter referred to as MCC or MCC Imaging, hereby offers the LaserFiche
Software & Services to the City of SEBASTIAN, FLORIDA, a corporation duly organized and existing
under state law, hereinafter referred to as the Client, according to the following terms and conditions.
LASERFICHE SOFTWARE
&
HARDWARE
LASERFICHE SOFTWARE. MCC Imaging will provide LaserFiche (LF) Software, a full-featured
version of LaserFiche. This software is a records repository allowing storage, retrieval and imaging
of all documents. Capabilities include an intuitive browse window, index cards, full-text indexing,
keyword template search, fuzzy word search, and virtually unlimited folders, giving users access to
any document instantly. A list of system features is enclosed.
LASERFICHE PLUG INS, UTILITIES & TOOLS. MCC Imaging can provide additional LaserFiche
Plug-ins Utilities, & Tools software. LaserFiche offers a selection of add-ons and development tools
designed to let you tailor LaserFiche to meet your needs.
· LF SnapShot Utility: Automatically converts computer files to archived documents
· LF Plus Plug-in: Simple CD publishing of your documents
· LF E-mail Plug-in: Automatically attach LaserFiche documents to your e-mails
· LF Bar-code Plug-in: Automatically index documents through bar-code recognition
· LF Zone OCR Plug-in: Automatically index documents through forms processing
· LF Template Express: Automatically index documents with external database information
· LF Integrator's Toolkit: Tools & documentation necessary for customizing LaserFiche
· LF Audit Trail Module: Administrative monitoring of all LaserFiche document activity
MCC Imaging will be happy to quote any of the above options upon your request.
LASERFICHE SO--ARE UPGRADE. Credit applied toward new purchase is 100% of original
software package when upgrading from the following: Standalone to Team or United, Team to
United and Client Se.rv~e.e.~r.to Team or _U, nit~e~d ~L~SAP must ben. current at time of u~grade. The
diffe'Fence m[~'{ ~-~t~:~equal ~-~/o of ~ew S~/~m ~u~i:ia~e. V~'~n So~t~.re i~]pg~;[~ded,
the old copy of the software must be returned and will no longer be a valid copy. The old software
will become void and the serial number will be nullified. Proof of previous purchase is required to
receive upgrade. This includes upgrades to users and databases. Viewers can be added without
purchasing new systems.
SOF'rWARE SUPPORT. Software Support for the above software packages is offered by MCC
Imaging and Compulink. (Developers of LaserFiche software)
· LaserFiche Software Assurance Plan (LSAP)
Telephone or E-Mail support for software related issues (by next business day)
All new software version updates
24-hour FTP and web site access
Technical bulletins and newsletters
~W390 AIIO -I0
N¥1!S¥83S _40 AllO
03^1303W
5. SOFTWARE INSTALLATION. MCC Imaging will install all software outlined here in. If additional
software is needed to bring the site up to specifications customer will be billed accordingly.
END USER TRAINING. MCC Imaging will provide instructor-led training for up to four Full Users in
a one or two day session involving hands-on training in the operation of the LaserFiche Software
including Plug-ins. Training will involve demonstrating the setting up of volumes, templates, and
folder hierarchy. Training also includes how to Scan, Optical Character Recognition (OCR), Index,
and Search the documents and more.
SYSTEM ADMINISTRATOR TRAINING. MCC Imaging will provide a one day training session to
your organization's Systems Administrator. The Training will include Configuring LaserFiche
System, Database Maintenance, Security Settings, Data Back Up, Methods of Communication for
LaserFiche Software Support, and Solution Development.
SITE PREPARATION. Site should be ready for installation according to specifications outlined
within the LaserFiche brochures listed under "Technical Specifications". Any additional work by our
IS installation team not covered in this contract, ie: Network modification and reconfigurations; will
be billed at $125 per hour.
RECOMMENDED HARDWARE SPECIFICATIONS. MCC Imaging will provide necessary
consultation as to the compatibility of current hardware with the LaserFiche system. Changes and
recommendations will be made at the time of consultation. See system requirements below.
Please keep in mind that these are the minimum system requirements. All scanners also require
the ScanConnect Software, which is quoted below.
CLIENT REQUIREMENTS
Operating System: Windows 98,
Windows NT (service pack 5 or higher),
Windows 2000 or XP
CPU: Pentium II 400 MHz processor
or faster
Memory: 64 MB RAM;
Communications: TCP/IP
Web browser: Internet Explorer 4 or higher
SERVER REQUIREMENTS
Operating System: Windows NT (service
pack 5 or higher) or Windows 2000
CPU: Pentium III 700 MHz processor
or fester
Memory: 128 MB RAM minimum;
I MB per additional user
Communications: TCP/IP
FOR LF UNITED VERSION ONLY:
Database Engine: MS SQL Server 2000 or
WEBLINK REQUIREMENTS
Operating System: Windows 2000
with Intemet Information Service 5.0
CPU: Pentium Ill 650 MHz processor
Memory: 256 MB RAM
10. HARDWARE SUPPORT. Support for all Hardware is provided by the hardware manufacturer and
is the responsibility of the Client.
11. HARDWARE INSTALLATION. MCC Imaging will install all necessary Hardware changes at the
time of the software installation.
LASERFICHE TEAM: LaserFiche Team is a MSDE (Microsoft Data Engine) version of LaserFiche and
comes with one MSDE database with a capacity of 1,000,000 documents. The MSDE version is suitable for
small system installations requiring no more than 10 total users. With this package you can choose the
number of full users and retrieval users as long as they do not total more than 10. Once you reach the total
10 users no more can be added. LaserFiche Team is upgradeable to LaserFiche United (MS SQL).
SOJlFFWARE & SUPPORT
~.~F Group Server Software
~ Group Server Software LSAP (annual support for above)
~ LF Full User
~ LF Full User LSAP (annual support for above)
~ LF Retrieval Users @ $188 each
1~3 4 LF Retrieval Users LSAP (annual support for above) @ $38 each
Total Software & Support
$1,880
$376
$470
$94
$752
$152
$3,724
Please keep in mind that we can quote a vadety of system configurations with LaserFiche Team as long as they
do not total more than 10 (ex: 2 full users and 8 retrieval users or 3 full users and 7 retrieval users, etc.)
OP~fONAL SOFTWARE & SUPPORT
1..User SnapShot (imports documents from computer)
[~ User SnapShot LSAP (annual support for snapshot software)
Total Optional Software & Support
$94
$19
$~2
HARDWARE (Recommendation)
The Client currently has a Cannon DR -5020 scanner which is compatible with the LaserFiche
Software.
E~ernal Cables & SCSI Card
I.t,t,t,t,t,t,t,t,~ScanConnect Software (required)
Total Hardware with Scanner A
INST~LLATION & TRAINING
~[~3stallation of software, per 8-hour day
Ia.I/Training for software, per 8-hour day
$159
$940
$940
The terms of this agreement shall remain in force and effect for a period of ninety (90) days from the
date appearing below, unless accepted by the Client,
Submitted by:
MUNICIPAL CODE CORPORATION
Witness
September 3, 2002
Noted Items Accepted by:
SEBASTIAN, FLORIDA
Sally A/ZMaio, CMC,
Witness
C~ty Clerk~Te~en'ce Moore
Title: City Manager
Date