HomeMy WebLinkAboutRESOLUTION NO. 2013-19RESOLUTION NO. 2013-19
A RESOLUTION TO ENTER INTO AN AGREEMENT WITH ADVANCED SYSTEMS,
INC. TO IMPLEMENT A DOCUMENT MANAGEMENT SYSTEM
WHEREAS, the City of Fairfax desires to purchase and use a Laserfiche document
management system; and
WHEREAS, Advanced Systems, Inc. has agreed to provide the software and equipment
needed and make the initial set-up of this document management system for a quote of
$13,788.00 payable in July 2013.
NOW, THEREFORE, BE IT RESOLVED, that the City of Fairfax agrees to enter into
an agreement with Advanced Systems, Inc. for a Laserfiche document management system.
BE IT FURTHER RESOLVED, by the City Council of the City of Fairfax, Iowa, that
the Mayor and City Clerk are hereby directed to certify this resolution of approval and the Mayor
and City Clerk are authorized to sign the agreement from Advanced Systems, Inc. for the
Laserfiche document management system.
Passed and approved this 9th day of April, 2013.
AYES: Wainwright, Magers, Otto, Frieden, and Beer
NAYS: None
Jason abe, Mayor
ATTEST:
Cyn% is Stimson, City Clerk/Treasurer
Statement of Work
For
City of Fairfax
Project Name:
Phase One:
Laserfiche Implementation
Created on: November 2, 2012
Last Updated: April 1, 2013
Executive Summary
This proposal outlines the methodology Advanced Systems will use for this engagement, along
with the scope of the project, a description of the project deliverables, and responsibilities for all
parties.
Review of Advanced System's Roles and Responsibilities
Advanced Systems, Inc. (hereafter referred to as "ASI") will:
• Install Laserfiche Server 9 and Laserfiche Clients 9
• Install and Design Quickfield Sessions
• Install and Design Workflow for Document routing based on template and field entries
• Setup 2 named user for use with the Laserfiche Repository
• Train users on Laserfiche Client usage.
• Furnish and supply all purchased licenses and software
Review of City of Fairfax's Responsibilities
CITY OF FAIRFAX will:
• Provide ASI with appropriate access to facilities and personnel of the organization, as
needed to provide oversight and direction in connection with this agreement.
• Provide cooperative access to knowledgeable staff that may be required during the
examination of the project.
• Provide access to the appropriate decision-making authority during the process of
determining the appropriate evaluation criteria for the project.
11A__�/
ADVANCED
SYSTEMS, INC.
CITY OF FAIRFAX I Statement of Work ; Page 2
System Requirements
Server 9
Minimum Server Requirements
• Processor Type (CPU): Pentium 4, AMD Opteron, AMD Athlon 64, or more recent processor
• Memory: 2 GB RAM
• Operating system: Windows XP (Service Pack 3), Windows Server 2003 (Service Pack 2), Windows
Server 2003 R2, Windows Vista (Service Pack 2), Windows Server 2008 (Service Pack 2), Windows
7, Windows Server 2008 R2, Windows 8, Windows Server 2012
• Database engine: MSDE (Service Pack 3), Microsoft SQL Server 2000 (Service Pack 3), Microsoft
SQL Server 2005 (Service Pack 2), Microsoft SQL Server 2008, Microsoft SQL Server 2008 R2,
Microsoft SQL Server 2012, Oracle 9i Release 2 (9.2.0.8+), Oracle 10g (10.2.0.5+), Oracle 11g
(11.1.0.7+), Oracle 11g R2 (11.2.0.1+)
Client 9.0
Minimum requirements.
• CPU: 700 MHz or faster processor
• Memory: 128 MB RAM
• Operating system:
o Windows XP (Service Pack 3)
o Windows Server 2003 (Service Pack 2)
o Windows Server 2003 R2
o Windows Vista (Service Pack 2)
o Windows Server 2008 (Service Pack 2)
o Windows 7
o Windows Server 2008 R2
o Windows 8
o Windows Server 2012
• Web browser: Internet Explorer 6.0
The following requirements are the base minimum required for Laserfiche Scanning and Lasefche
PhotoDocs.
• CPU: 1 GHz or faster processor
• Memory: 256 MB RAM
Quickfields
Minimum Specifications
• CPU: 2.4 GHz processor
• Memory: 1 GB RAM
Recommended Specifications
• CPU: Dual core 2.8 GHz or faster processor
• Memory: 2 GB RAM or more
Initial: Q -9,
CITY OF FAIRFAX I Statement of Work I Page 3
ADVANCED
SYSTEMS, INC.
Deliverables
This statement of work will focus on the implementation of Laserfiche for CITY OF FAIRFAX.
Given this, ASI will provide all services necessary to complete the following deliverables:
1) Deliverable #1: Software
a) Provide all purchased software in the form of electronic copy.
b) Install Microsoft SQL Server Express 2008 R2 on designated server.
c) Install Laserfiche Server on designated server.
d) Install Laserfiche Administration Console on designated server.
e) Install Laserfiche Workflow Suite on designated server.
f) Create one Laserfiche Repository.
g) Setup two named users for use in the Laserfiche Repository.
h) Install Laserfiche Client on Three designated workstations.
i) Install Quick Fields and Scan Connect on designated workstation.
2) Deliverable #2: Scanning
a) Design and implement Quick Field scan sessions and Templates for the following
documents.
i) Older Council Minutes
(1) Zone OCR will be used to try to identify the documents and index the date
ii) Resolutions
(1) Zone OCR will be used to try to identify the documents and retrieve resolution
number.
iii) Ordnances
(1) Zone OCR will be used to try to identify the documents and retrieve ordnance
number.
iv) Planning and Zoning Minutes
CITY OF FAIRFAX Statement of Work i Page 4
ADVANCED
SYSTEMS, INC
(1) Zone OCR will be used to try to identify the documents and index the date
v) Journals and Reports from Summit
b) Will setup general scanning procedure for additional council packet documents, building
permits, parks board minutes, invoices, library board minutes, and board of adjustment
minutes. —Documents will be sent to a `Processing folder. Workflow will be designed to
route the documents to their appropriate folders based on the Template and field
information assigned to each document scanned in.
c) Will design and implement a workflow to allow documents (such as minutes) with certain
naming conventions to be imported into a processing folder that will look at the naming
convention and index the document by date. Documents will also be routed to correct
folder structures based on field information.
d) Test and setup process to print journal documents to the Laserfiche repository from the
Summit system using Laserfiche Snapshot driver. Documents will be sent to a processing
folder and routed to the appropriate folder based on the template and field information
given to the document.
Deliverable's Accepted by: �
06
ADVANCED
SYSTEMS, INC
CITY OF FAIRFAX I Statement of Work I Page 5
Advanced System's Commitments
ASI is responsible for providing CITY OF FAIRFAX with the following:
1. Professional and satisfactory completion of the stated work in the project timeline
2. Timely and effective selection of appropriately skilled consultants to meet the
requirements of the project
3. ASI will find suitable replacements for any of the technical personnel in cases of
prolonged illness or extenuating circumstances
City of Fairfax's Commitments
Prior to the delivery of any services defined in this Statement of Work, CITY OF FAIRFAX
will designate a person as their Principal Contact (PC). The PC will be the person to
whom all City of Fairfax's communications will be addressed and who has the authority to
act for CITY OF FAIRFAX in all aspects of the project.
The PC's responsibilities will include:
1. Serve as the interface between CITY OF FAIRFAX and ASI.
2. Identify, schedule and confirm availability of support staff and management for on-
site interviews and meetings.
3. Schedule meeting rooms as necessary.
4. Work with ASI to administer the Project Work Change process.
5. Resolve deviations from project plans.
6. Help resolve project issues, and escalate issues within CITY OF FAIRFAX.
7. Act as "Administrative user" for above deliverables.
//X -
ADVANCED
SYSTEMS, INC.
City of Fairfax's
Principal Contact: 1 Alr� �>.� ()
CITY OF FAIRFAX I Statement of Work 1 Page 6
Logistics
Completion Criteria
This project will be considered complete when the deliverables described in this
Statement of Work have been fulfilled and have been delivered to CITY OF FAIRFAX. At
that time a completion of work will be presented to CITY OF FAIRFAX to be
acknowledged and signed.
Project Change
It may become necessary to amend the Statement of Work for reasons including, but not
limited to, the following:
• Discretionary changes to the project schedule.
• Discretionary changes in the scope of the project.
• Requested changes to the work hours of CITY OF FAIRFAX or ASI personnel
• Non-availability of products or services that are beyond ASI's control
• Environmental or architectural impediments not previously identified
• Lack of access to personnel, data or facilities necessary to complete project
In the event that it is necessary to change this Statement of Work, ASI will initiate the
Project Change Control process with the CITY OF FAIRFAX PC as outlined in Appendix
A.
CITY OF FAIRFAX I Statement of Work I Page 7
ADVANCED
.SYSTEMS, /NC
Constraints and Exclusions
Constraints
This engagement will be a highly focused effort that will be limited to the statement of
work identified above and defined as part of the deliverables.
During any phase of the implementation if additional time is needed that was not
accounted for in the initial Statement of work, a PCR will need to be filled out and signed
by both parties.
No additional constraints have been defined at this time.
Exclusions
The following areas are not included in the statement of work:
1. Any onsite support after the signing of the Completion of Work Statement. LSAP
support agreement provides phone support as needed.
1111A111
CITY OF FAIRFAX Statement of Work Page 8
ADVANCED
SysTEms, 1NG
If there is a change identified that will affect this project, it will be documented utilizing the Project
Change Request noted on Page 7 All price changes associated with changes to the Statement of
Work will be defined and submitted for acceptance prior to implementation of the changes.
Appendix A: Project Change Control Procedure
It may become necessary to amend this Statement of Work for reasons including, but not limited
to, the following:
• Discretionary changes to the project schedule
• Discretionary changes in the scope of the project
• Requested changes to the work hours of CITY OF FAIRFAX or ASI personnel
• Non-availability of products, resources or services which are beyond CITY OF FAIRFAX or
the ASI's control
• Environmental or architectural impediments not previously identified
• Lack of access to personnel or facilities necessary to complete project
In the event that it is necessary to change this Statement of Work, the following process will be
followed:
A Project Change Request (PCR) will be the vehicle for communicating change. The
PCR must describe the change, reasons for the change, and the effect the change will
have on the project, which may include scheduling changes, pricing, etc. A PCR may be
initiated by either CITY OF FAIRFAX or ASI.
Both Project Managers will review the proposed change and approve it or reject it. If further
investigation on the part of CITY OF FAIRFAX is requested in order to determine the scope of the
change, any charges for that investigation will be outlined. Both Project Managers will sign the
PCR, indicating the acceptance of both parties to the changes, which may affect pricing,
schedules, and contractual commitments.
Upon acceptance of the change request by both project managers, the scope of work and costs
will be modified appropriately, and the changes will be incorporated into the project.
Any purchase order affected by a change will be indicated on the PCR, and the PCR Number will
be referenced when invoicing for any additional charges against the P.O.
A sample Project Change Request is provided on the last page.
CITY OF FAIRFAX Statement of Work I Page 9
ADVANCED
SYSTEMS, INC
Backup Acknowledgement
CITY OF FAIRFAX hereby acknowledges that it has requested Advanced Systems Inc. (ASI) to
install certain software or hardware products (the "products") on City of Fairfax's computer
hardware, peripherals, network hardware and network software (the "computer"). CITY OF
FAIRFAX acknowledges its computer may contain existing software which is incompatible with
the products to be installed by ASI. Because of this the installation of the products by ASI may
result in the loss of data on the computer. ASI is not responsible for any damage, deletion or loss
of data on the City of Fairfax's computer resulting from the installation of any products by ASI.
CITY OF FAIRFAX acknowledges that it is advisable and the sole responsibility of CITY OF
FAIRFAX prior to installation or service of products to backup all data contained on the computer
which CITY OF FAIRFAX, in its sole discretion, deems necessary including, without limitation, all
directories, sub -directories and partitions. If any data is damaged or deleted, CITY OF FAIRFAX
is responsible for restoring such data to the computer.
In consideration of ASI agreeing to perform such installation CITY OF FAIRFAX agrees for itself;
its employees, agents, successors and assigns to hereby and forever, discharge ASI and its
employees, agents, successors and assigns from any and all claims, debts, liability, cost,
expenses (including attorney's fees), damages, actions and causes of action of every kind and
nature, in law and in equity, related to or arising from the installation, service, maintenance,
function or use of the product and the actions of any employees or agents of ASI related to the
installation, maintenance, function or use of the software or hardware.
Backup completed on-----1=��'� 3
Acknowledged by (Sign) : U,; ,61&1Date:
CITY OF FAIRFAX Statement of Work Page 10
ADVANCED
SYSTEMS, INC
Acceptance
Authorized signatures below indicate acceptance by CITY OF FAIRFAX and ASI of this
Statement of Work and acknowledges acceptance of all contained therein.
For CITY OF FAIRFAX:
For Advanced Systems, Inc.:
64ig
inature nature
l °,IE jjr�jiAl�
Prin ed Name
JiL (e
Title
64 /)-dG 13
Date
///X/ -
ADVANCED
Sy5TEms,1NG
Shane Peterson
Printed Name
Solutions Consultant
Title
Date
CITY OF FAIRFAX ( Statement of Work 1 Pagel l
ProjectChange
Request
Date:
Requester:
PCR Number:
Nature of the proposed change:
Reason for the Change:
Impact of the Change:
Project schedule:
Project pricing:
Other impact:
P.O. to which changes will apply:
Signatures:
❑ Approved
CITY OF FAIRFAX
Date:
Rejected
Principal Contact:
❑ Approved
ASI Project Manager:
Date: ❑ Rejected
Please file with CITY OF FAIRFAX PC for this Project
/0/11 —, CITY OF FAIRFAX Statement of Work Page 12
ADVANCED
SYSTEMS, /NC
SYSTEM.5, INC.
B.si—, S.I.V ns and the P--IT—h
Emp # Date
2945 Airport Blvd.
P.O. Box 57
Waterloo, IA 50704
319-232-6621
800-274-2047
Fax 319-232-6624
Waterloo - Fort Dodge - Mason City
Cedar Rapids - Dubuque - Davenport
Model Number Serial Number
Invoice No.
Terms: Net 10 Days
Meter Customer Order #
1032
Bill To: City of Fairfax Ship To:
525 Vanderbilt Street
Fairfax, IA 52228
Phone: 319-846-2204 Fax: 319-846-3480 Phone: Fax:
Email: fairfax@.southslope.net Email:
Qty
Ordered
Model/Description/Meter(s)
Serial #/Part #/Size
Qty
B.O.
Qty
Ship
Unit Price
Amount
1
Avante Server for SQL Express
$1,500.00
$1,500.00
2
Full named users
$500.00
$1,000.00
1
Scan Connect
$165.00
$165.00
1
Quick Fields Instances
$595.00
$595.00
1
Zone OCR and Validation
$2,795.00
$2,795.00
1
Canon Scanner G1100
$4,500.00
$4,500.00
1
Installation
$1,920.00
$1,920.00
1
Training
$100.00
$100.00
Salesman
LL
Written By
LL
Filled By
Deliv'd By
Date Ship
Employee Name
Lane LeBahn
Total
Hardware/Part/Supplies
$12,575.00
Comments:
Payment Due on July 22, 2013
Ordered By:
Print Name:
Miscellaneous
Technical Time
Zone
Subtotal
$12,575.00
Sales Tax
Transportation & Hdlg.
Total Amount Due
$12,575.00
Received By:
Print Name:
Form date: 1/3/11
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From:
Sent:
To:
Subject:
Lane,
I have reviewed the agreement.
City of Fairfax <fairfax@southslope.net>
Wednesday, March 27, 2013 10:04 AM
'Lane D. Lebahn'
Agreement Comments/Questions
I sent a copy of the computer requirements to our IT guy, Phil, at Network Computer Solutions in Marion. He had this
question:
"MSDE is free from Microsoft. I'm curious if they are providing their own Database engine."
On Page 4, 1), g) and h) it states setup two named user for use in the Laserfiche Repository and Install Laserfiche Client on
two designated workstations. (There is a typo in workstations, by the way.) Kathy and I will be using this on our regular
computers. We will also have the temp person using it on the laptop for two or three months. Does that mean we need
three users and on three workstations?
One Page 4 and 5, 1 suggest the following changes to the list:
i) This should read council minutes instead of council packets.
ii) Ok
iii) Ok
iv) This should read planning and zoning minutes instead of bank statements
V) This should read journals and reports from Summit. These are the old ones that are already printed on paper.
I think these the types of documents that are similar in set-up and that we have lots of printed stacks.
Page 5; b) please remove planning and zoning and have the list read: additional council packet documents, building permits,
parks board minutes, library board minutes, and board of adjustment minutes.
Page 7 — in the last paragraph I think it is trying to refer to Appendix A but it has this message: Error! Reference source not
found.
Page 9 — the same message is in the first paragraph: Error! Reference source not found.
I would like to get this document revised in time to place this document in the council packets for their next meeting. I'll
have them take action to direct me to sign this. They have already discussed, agreed, and funded it. Having them take
action for me to sign this is the final formal part of their process. Their meeting date is April 9. 1 need all packet documents
by noon on Thursday, April 4.
Please send me the exact dimensions and weight of the scanner. I'm making the definite plans of where and on what we
will place this piece of equipment.
Thank you for all of your help.
Cynthia Stimson
City Clerk/Treasurer