HomeMy WebLinkAboutGeneral Code/LaserFicheELIZABETH A. NEVILLE
TOWN CLEI{,K
Town Hall, 53095 Ma~n Road
P,O. Box 1179
$outhold, New York 11971
F~x (631) 765-61,15
Telephone (631i 765-1800
southoldtown.northfork.net
OFFICE OF THE TOWN CLERK
TO%VN OF SOUTHOLD
TInS IS TO CERTIFY 'I'HAT ]H lC FOLLOWING RESOLUTION NO. 475 OF 2004
WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD
ON JUNE 15, 2004:
RESOLVED that the To,~,~ Board of thc Town o£ Southold hereby accepts the proposal of
General Code Publishers Corp. for the LaserFiche upgrade to Version 6.2 in the amount of
$9~800 O0 and authorizes and directs Supervisor Joshua Y Horton to execute the necessary
documents, subject to the aopmval of the Town Attorney.
Elizabeth A. Ne~4Ale
Southold Town Clerk
THE 6ENERAL CObE ADVANTAGE
DocuMENT MANAGEMENT
UPGRADE PROPOSAL
FOR THE
TOWN OF SOUTHOLD
SUFFOLK COUNTY
NEW YORK
Ju~ 4, 2004
Prepared by:
GENERAL CODE
72 Hinchey Road
Rochester, NY 14624
Regional Representative: Carol Vandcrslice
Account Representative: Jenn Swavely
Phone: (800) 836- 8834
Fax: (585) 328 - 8189
E-Mail: cvan derslice @ generalcode.com
Website: www.generalcode.com
SITUATION SUMMARY ]
Betty Neville and the st'iff at the Town of Southold, NY has been a wonderful customer
of General Code for many, many years. Betty has been a visionary and very positive
proponent of the concept of electronic document imaging for several yem's.
It was her vision that has led to the many benefits that the Town of Southold has ei~ioyed
sines: they purchased and began using the Document Management Syatem from
LaserFiche and General Code.
Betty has been extremely gcncs'ons with her time and with her staff and faci/tty when
anyone has wanted to hear about or see the positive benefits that Southold has crone to
enjoy and depend un. General Code has been dedicated to assttdng the Town is happy
with their system and has cer~inly benefited from the Town's positive review of the
system and its many benefits.
Southold currently has version 5 of the LaserFicbe upgrade and for a variety of reasons
have a need to upgrade to version 6.2. The list of the current components is listed later in
this proposal.
General Code has analyzed Soarhold's installation and has prepared the following
proposal for a significant upgrede for the Southold facility.
SOLUTION COMPONENTS
General Code is prepared to provide a full upgrade to Verstoa 6.1.1 of La~crFiche_ In
addition to the immediate benefits of this upgrade in terms of capab,lity, it also pos~t~ox~s
Southold for a free upgrade to Version 7.0 due to release in late 2004 or early 2005.
The upgxade components include:
LaserFiche Standard Server: The 'La~erFiche Standard Server application is designed
specifically for use bath Windows NT and 2000. This product is a high-performance
document-imaging system. The client-server stmctore 'allows the server to perform the
bulk of data-processing tasks, minimizing network ttaflic and offering users quicker
response/hue. The system operates on a Mtcmsoff SQL 7.0 or 2000 platform. If the
community does not currently mn either of these versions of MS SQL. (3eueml Code has
the capability to purchase, install and configure tiffs for you for an additional cost.
Full User licenses in version 6: Full Users will be able to utilize all of the features of
the software, including scamfing, file tree maintenance, archiving, database repairs, etc.
The Town will be provided with seven full user licenses_
Retrieval User licenses in version 6: Retrieval Users are provided with the ability to
search, view and print documents, but will not be able to scan, OCR or edit documents.
The Town will be provided with 30 retrieval user hceases in version 6 to replace the
existing 100 user licenses in version 5.
SnapShot Plug-In in version 6: Allows yon to include existing electronic fries in the
LasetFiche system dire. cOy rather than having to print them out and then scan them into
the system. The Towu will be provided with seven SnapShot Plug-In licenses.
CD Plus Plug-In in vursion 6: Gives you the abtiity to stem or transfer documents on
CD. These CDs include the LasexFlche Document Viewer, allowing them to be viewed
and searched on any PC with a Windows operating system. The Town will be provided
with an upgraded CD Plus Plug-In.
WebLink in vemion 6: Allows you to post your documents to the Web without
operator-heavy f-fie conversion. The software converts your documents to HTML oa file
fly and prox. ides instant access to them on the Web. The Town will be provided w~th a
30-user license ia version 6 to replace the existing version 5 100-user license.
LaserFiche Audit Trail in version 6: Maximizes document management by enabling
thc precise tracking of document usage. With tins utility, system administrators can easily
monitor docoment nsage Whether it's monitoring sensitive case documents that need to
remain secure, tracking staff productivity or documenting search activity among public
records, Andit Trail enables you to do it all. The Town will be provided with ,an
upgraded Audit Trail.
Installation and Setup: Our Technical Representative will come on site to remove the
existing version 5 NT software, install the new version 6 software, convert ~he existing
database to a MS SQL database and set up a configuration that is best suited to your
needs. Installation Will include, but is not limited to, installation of software, hardware
configuration as needed and the establishment of security rights.
Training: Training is necessary to ensure that you receive the full value of your
investment. Our training will take place during the same on-site visit as the system
installation The LaserFiche training for full users (approximately 4 to 6 hottrs for up to
three users) is designed to familiarize you w~flt all of the basic functions of the program
and to prox4de you with the necessary slctlls to put the system into immediate use. We
will use some of your actual documents to estabh[h file-namillg conventions and to train
you in all LaserFiche'.s seamh, management and manipulation fea~tres. In addition to
training of full users and administrators, we will also provide basic tmtmng lbr anyone
with a retrieval user license (generally a group setting)_ Training will be promded for
any new full users and a review of the new features in version 6 will be prowded to any
existing users.
Documentation: During the training, each user will be provided with a version 6
Training Manual, developed by General Code exclusively for our LaserFiche clients.
This Manual is an excellent resource not only during the initial training, but also as a
refresher or to help train others in the future.
Priority LSAP: Priority DqAP is the hi~.~acst level of service available to LaserFiche
users. With priority LSAP, our experienced LaserFiche techmctans will respond to your
techfucal support requests within four hours, with a typical response time of one hour.
Priority LSAP will help you ensure that your mission-critical system is always operating
at peak efficiency and that any problems with the system will be addressed in the fastest
possible time
3
SOLUTION INVESTMENT [
Prices noted lbr software, inshailarion and training are valid for 90 days from the date of
this proposal. Because of the changing nature of computer hardware, hardware prices and
specifications are subject to change and should be verified prior to ordering.
Software and Support
LaserFiche ® 1 lnJted Server
Seven full user license
Tkirty retrieval user licenses
LaserFiche SnapShot Plug In (seven user license)
Removal of extstiug version 5 La~erFiche system
On-site setup and installation
On-site training for up to two furl users
Customized Training Manuals for each user trained
LaserFiche user ~fide and administration manuals
Support and software upgrades for one year
(Priority LaserFiche Software Assurance Plan (LSAP))
Annual support fee second yearfonvard (LSAP): $9,925
Credit for exisfine software
Total System Investment
$38,170
$(17,170.25)
$20,999.75
4
I GENERAL CODE PROPOSAL I
G~ven the excellant working relationskip that General Code and Santhold have had
General Code proposes the lollowing:
Complete upgxade price to Southold:
General Code investment:
$9,800.00'
$11,199.75
Total System value:
$20,999.75
*This price include* all installation and traitfing cos£$ uJOllg with the software costs ~s part of the upgrade.
h~ addition, this configuration will reduce Southold's annual LSAP payment by
approximately $1,000/year.
We believe this offer is reflective of the generosity and support that the Town of Southold
has dcxnoaslxated with General Code.
5
AUTHORIZATION
The TOg~N OF SOUTHOLD hereby agrees to the procedures outlined above and
anthorizcs General Code Publishe~ Corp. to proceed.
Payment Scliedule:
50% of the project pdcc will be invoiced upon anthofization of the project
50% pf the project price shall be invoiced upon completion of the installation and training
Performance Schedule:
Installation and Training of the System: withM 60 days of authorization of the project.
On-Going Maintenance. Aftra tmtial installation, the charges associated with annual
maintenance of the LaserFiche softwm'e, or any other services requested by the Client
shall be paid by the Client upon delivery of the services or producm and submission of an
invoice/voucher by GCP_ Based on the above defined project, the estimated anm~al
LSAP for the second and successive years will be $9,925 annually.
6
El J~.ABETH A. NEVILLE
TOWN CLERK
REGISTRAR OF VITAL STATISTICS
MARRIAGE OFFICER
RECORDS NiANAGEMENT OFFICER
FREEDOM OF INFORMATION OFFICER
Town Hall, 53095 Main Road
P.O. Box 1179
Southold, New York 11971
Fax (631) 765-6145
Telephone (631) 765-1800
southoldt 0wn.northfork.net
OFFICE OF ~ TOWN CLERK
TOWN OF SOUTHOLD
THIS IS TO CERTIFY THAT THI~ FOI.IoWING RESOLUTION NO. 706 OF 2004
WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD
ON SEPTEMBER 21, 2004:
RESOLVED that thc Town Board of the Town of Southold hereby authorizes a change order
in the contract of General Code Publishers Corp. for the Laserfiche Upgrade to Version
6.2and the addition of a Email Ping-in in the amount of $3,848.00 and authorizes and directs
Supervisor Joshua Y. Horton to execute thc necessary documents, all in accordance with the
approval of the Town Attorney
Elizabeth A. Neville
Southold Town Clerk
ELIZABETH A. NEVH.LE
TOWN CLERK
REGISTRAR OF VITAL STATISTICS
IVlA.RR/AGE OFFICER
I{ECORDS MANAGEMENT OFFICER
FREEDOM OF INFOILMATION OFFICER
To~m Hall, 53095 Ma~n Road
P.O. Box 1179
Southold, New York 11971
Fax (631) 765-6145
Telephone (631) 765-1800
southoldtown.northfork_net
OFFICE OF THE TOWN CLERK
TOWN OF SOUTHOLD
THIS IS TO CERTIFY THAT THE FOLLOWENG RESOLUTION NO. 705 OF 2004
WAS ADOPTED AT TILE. REGULAR M~EETING OF TmT~ SOUTItOLD TOWN BOARD
ON SEPTEMBER 21, 2004:
RESOLVED that the Town Board of thc Town of Southold hereby modifies the 2004 General
Fund ~hole Town Budget as follows:
TO:
A_ 1680.2.400.520
FROM:
A. 1410.2.300.100
Central Data Processing
Equipment
Computer Hardware/sofe~vare
Personal Computer Equipment
Town Clerk
Equipment
Other Capital Outlay
Elizabeth A. Neville
Southold Town Clerk
$3848_00
$3848.00
GENERAL
CODE
PUBLISHERS
72 Hinchey Road, Rochester, New York 14624
(800) 836-8834 · (5853 328-1810
FAX (585) 328-8189
CI~NGE ORDER FORM-ADDITIONAL PRODUCT
This Change Order becomes a Fart of and is in conformance with the existing contracL
dated 6/6/01.
Client Name: Town of Southold
Contact Person: Ms_ Elizabeth A. Neville
Address: 53095 Main Road
City, State ZIP: Southold, NY 11971
Order taken by: Sandy Brennan
Price(s) provided by: Sandy Brennan
Date: 9/14/04
Date: 9tl 5/04
Item I Unit Price Units Total
1. LaserFiche® Email Plug-in $80 37 $2,960
2. LaserFiche Email Plug-in LSAP $24 I 37 $888
3. Total $3,848
Price is good for 30 days from 9-1-2004.
LSAP Specifications:
All LSAP products will expire on 8-10-5.
Upon approval of this change order, LSAP for all new products will be $888 beginning 8-
10-05.
Timeline:
This service will be provided at the time of the installahon and upgrade to version 6.
General Code Publishers
www.generalcode, com
CHANGE 0RDEK FORM
Payment Terms:
50% on receipt of signed change order.
50% on comple~ion of installation~
The above prices and specifications of the Change Order are satisfactory and are hereby
accepted. All work is to be performed under the same terms and conditions as specified
m the original contract ~ess otherwise specified.
TOWN OF SI~UTHOLI~ SUFFOLK COUNTY, NEW YORK
Si at :
Name: J~t~ua 'Y, Hordton
Title: d~upervisor, Town of Southold
Date: September 22, 2004
SIGN AND FAX TO 5851328-8189
General Code Publishers
www.generalcode, com