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HomeMy WebLinkAboutLaserfiche System Upgrade ELIZABETH NEVILLE TOWN CLERK Town Hall, 53095 Main Road PO Box 1179 Southold, NY 11971 Fax (631) 765-6145 Telephone: (631) 765 -1800 southoldtown.northfork.net REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER RESOLUTION # 2006-319 Resolution ID: 1711 Meeting: Department: Category: 04/11/0607:30 PM Town Clerk Contracts, Lease & Agreements THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2006-319 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON APRIL 11, 2006: RESOLVED that the Town Board of the Town of South old hereby authorizes and directs Supervisor Scott A. Russell to execute an aereement with General Code Publishers Corporation in connection with Laserfiche 7 Update to Digital Document Management System in the amount of$6,021., all in accordance with the approval of the Town Attorney. PB~~.;tJ.. Elizabeth A. Neville Southold Town Clerk LORI HULSE MONTEFUSCO ASSISTANT TOWN ATTORNEY lori.montefusco@town.southold.ny.us SCOTI A. RUSSELL Supervisor PATRICIA A. FINNEGAN TOWN ATTORNEY patricia.finnegan@town.southold.ny.us KIERAN M. CORCORAN ASSISTANT TOWN ATTORNEY kieran.corcoran@town.southold.ny.us Town Hall Annex, 54375 Route 25 P.O. Box 1179 Southold, New York 11971-0959 Telephone (631) 765-1939 Facsimile (631) 765-6639 OFFICE OF THE TOWN ATTORNEY TOWN OF SOUTHOLD MEMORANDUM To: Elizabeth A. Neville, Town Clerk From: Lynne Krauza Secretary to the Town Attorney Date: April 27, 2006 Subject: General Code - Laserfiche System Upgrade Proposal For your records, I am enclosing two original counterparts of the fully executed Proposal in connection with the referenced matter. One original should be forwarded to General Code and the other is for your records. We will retain a copy in our file. Also attached is a copy of the resolution authorizing Scott to sign same. If you have any questions, please do not hesitate to call me. Thank you for your attention. Ilk Enclosures cc: Patricia A. Finnegan, Esq. (w/encls.) . THE GENERAL CODE ADVANTAGE LASERFICHE SYSTEM UPGRADE PROPOSAL TOWN OF SOUTHOLD NEW YORK , January 26, 2006 Prepared by: GENERAL CODE 72 Hinchey Road Rochester, NY 14624 Regional Representative: Carol Vanderslice Phone: (800) 836 - 8834 Fax: (585) 328 - 8189 E-Mail: cvanderslice@generalcode.com Website: www.generalcode.com RE ';ElVED FEB 1" Southold Town C1erJc SOLUTION COMPONENTS The following components will be used when providing a Laserfiche Document Imaging upgrade for the Town of Southold: Laserfiche Network Svstem Software Laserfiche United Servl~r: The Laserfiche United Server application runs on a MS SQL 2000 database platform. It is designed to manage large volumes of documents and/or users. The client-server structure allows the server to perform the bulk of data-processing tasks, minimizing network traffic and offering users quicker response times. This version comes with support for I database. The ability to support additional databases can be added with the United Server Additional Database Module. (Microsoft SQL is not included with the Laserfiche Server software. ) Full Users: Full Users will be able to utilize all of the features of the software, including scanning, file tree maintenance, archiving, database repairs, etc. Retrieval Users: Retrieval Users are provided with the ability to search, view and print documents, but will not be able to scan, OCR or edit documents. SnapShot Plug-In: Allows you to include existing electronic files in the Laserfiche system directly rather than having to print them out and then scan them into the system. E-Mail Plug-In: Sends Laserfiche documents as e-mail attachments. Anyone using MAPI- compatible E-mail systems, such as Microsoft Exchange@, Outlook@ or Lotus Notes@, can read Laserfiche images in color or black and white. CD Plus Plug-In gives you the ability to store or transfer documents on CD. These CDs include the Laserfiche Document Viewer, allowing them to be viewed and searched on any PC with a Windows operating system. In order to use the Plus Plug-In, the Town will need to have a CD burner. If the Town does not have a CD burner, we will be happy to provide pricing for one. Pixtran@ Scan Connect: Allows Laserfiche to interface with a number of supported scanners using the ISIS communication standard. If the municipality decides to purchase the scanner and SCSI card locally, the ScanConnect CD will need to be purchased from General Code. Standard Audit Trail: Standard Audit Trail provides all of the functionality of Starter Audit Trail, plus it tracks failed attempts to access or change content and allows custom auditing per trustee. On-Site Installation. Traininl! and Documentation Installation and Setup: Our Technical Representative will come on-site to install the software and set up a configuration that is best suited to your needs. Installation will include, but is not General Code Page 1 05/05/2005 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 filll users (approximately 4 to 6 hours for up to three users) is designed to familiarize you with all of the basic functions of the program and to provide you with the necessary skills to put the system into immediate use. We will use some of your actual documents to establish file-naming conventions and to train you in all Laserfiche's search, management and manipulation features. In addition to training of full users and administrators, we will also provide basic training for anyone with a retrieval user license (generally a group setting). Documentation: During the training, each trained user will be provided with a 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. Removal of Existinl! system & Data Mil!ration Prior to completing the Installation of the new version 7 system, we will remove the existing system. We will also migrate the existing database to the new system so that all of the Town's information will be stored in the new database. Support LSAP was created to deliver critical program updates and provide ongoing technical support for your document-imaging system. This is extremely important because Laserfiche document- imaging systems are continuously improved to be even more powerful and efficient. "Technical Support" covers all questions that might arise should the system ever not function as designed (as distinguished from training issues). With Basic LSAP service, technical support requests will be addressed within 24 hours, with the majority response times within eight hours. Software upgrades and patches, as applicable, will be provided to you upon release by the manufacturer. With LSAP, you will always be confident that you are receiving the very best performance and quality possible. LSAP is renewable on an annual basis. General Code Page 2 01/26/2006 RECOMMENDED PC AND SERVER SPECIFICATIONS FOR LASERFICHE Laserfiche Server: CPU Pentium III 800 MHz or better required; Pentium IV I GHz or better recommended If server running only Laserfiche: I GB RAM recommended Memory If server running additional applications: increase by 256 MB per additional application Operating System Windows Server 2000 with SP2, Windows XP Professional or Windows Server 2003 (recommended) United System: MS SQL Server 2000 (either a processor license or I CAL per Database Engine Laserfiche user) Team System: MSDE (included with Laserfiche) Network Protocol TCP/IP Browser Internet Explorer 6.0 or higher Hard Drives Assume 30,000 images per I GB of hard drive space RAID arrav recommended CD-ROM Drive For installation purposes NIC For network connectivity Network Licenses Las(,rfiche uses one Windows license for all Laserfiche users UPSrrape Backup UPS and tape or other backup system to ensure data integrity Full User I Scanner PC: CPU Pentium III I GHz or better required; Pentium IV or better recommended Memorv 512 MB RAM or better Operating Svstem Windows 2000 or Windows XP Professional Network Protocol TCP lIP Browser Internet Explorer 6.0 or later Hard Drive Hard drive running at a minimum of7,200 rpm I GB of free disk space for software and temporary files created during scanning CD-ROM Drive For installation purposes NIC Access to the network server running Laserfiche Monitor 17" monitor or better recommended for optimal viewing USB Port or Available USB port for scanner connection if the scanner will support a USB SCSI Controller connection or Adaptec 2930 or 2940 SCSI Controller and Cable Retrieval User pc: CPU Pentium III reauired; Pentium IV or better recommended Memory 256 MB RAM or better Operating System Windows 2000 or Windows XP Professional Network Protocol TCPI!P Browser Internet Explorer 6.0 or later Hard Drive At I(,ast 70 MB offree disk space CD-ROM Drive For installation purposes NIC Access to the network server running Laserfiche Monitor 17" monitor or better recommended for ootimal viewing General Code Page 3 01/26/2006 SOLUTION INvESTMENT Prices noted for software, installation 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. Laserfiche Network System Software United Server 10 Full users (up to 7 installed) 30 Retrieval users (up to 10 installed) 10 Snapshot Plug-Ins 37 E-Mail Plug-Ins Weblink Audit Trail Plus Plug-In 3 Additional E-Mail Plug-In licenses E-Mail licenses must match the total number of user licenses. 6 months LSAP for 3 additional E-Mail Plug-In licenses 3 PixTran ScanConnect CD's On-site setup and installation . On-site training for up to 3 full users and 3 retrieval users . Training for system administrators . Customized Training Manuals for each user trained . Laserfiche user guide and administration manuals Remote installation of server and database migration' $FREE $FREE $FREE $FREE $FREE $FREE $FREE $FREE $ 240 $ 36 $ 495 $4,500 $ 750 *Note: Remote data migration will occur the day before the scheduled on-site installation and training. The requirements for remote data migration are asfollows: . Server must meet the minimum specifications (see attached) . Server must allow for Internet access (WebEx session) . Server must be rebooted after completion of the installation of the Server Software (we must. be notified if this will require an off-hours reboot) . IT person must be OIl-site to assist Laserfiche database will be unavailable to users from the start of the installation until the completion of training (up to 4 days) In order to complete this upgrade the Town will need to provide our Technical Project Manager with a copy of your existing database files no later than 3 days before the scheduled installation. In order to maintain the security that is currently implemented on the Town's system, a list of all the Laserfiche users, including user names, full names and a list of feature rights (scan, search, print, move create, to name a few) will need to be provided to General Code. In addition we will need a list of all of the folders in your database and users who have access to these folders. All of this information must be provided to General Code no later than I week prior to the installation date. Estimated Annual support!ee (LSAP): $12,240 General Code Page 4 01/26/2006 AUTHORIZATION OF PROJECT Payment Schedule: 50% of the Contract price shall be invoiced upon authorization ofthe project. 50% of the Contract price shall be invoiced upon completion ofInstallation and Training of the system. Performance Schedule: Installation and Training of the System: within 90 days of authorization of the project. LSAP Specifications: After initial installation, the charges associated with annual maintenance of the Laserfiche software, or any other services requested by the Municipality shall be paid by the Municipality upon ddivery of the services or products and submission of an invoice/voucher by GCP. Based on the above-defined project, the estimated annual LSAP for the second and successive years will be :$12,240 annually. The existing LSAP on your existing Laserfiche version 6 software will expire on August 10, 2006. The Town of Southold, N. Y. hereby agrees to the procedures outlined and authorizes General Code Publishers Corp. to proceed with the upgrade project as follows: TOWN OF SOUTIlOLD, jOLK COUNTY, NEW YORK Signature ~~4 Date APril~. 2006 Name Scott A. Russell Title Supervisor General Code Page 5 01/26/2006 ., THE GENERAL CODE ADVANTAGE LASERFICHE SYSTEM UPGRADE PROPOSAL TOWN OF SOUTHOLD NEW YORK , January 26, 2006 Prepared by: GENERAL CODE 72 Hinchey Road Rochester, NY 14624 Regional Representative: Carol Vanderslice Phone: (800) 836 - 8834 Fax: (585) 328 - 8189 E-Mail: cvanderslice@generalcode.com Website: www.generalcode.com RE ;EIVED FEB 1 IDi SouthoM Town Cle~k ; SOLUTION COMPONENTS The following components will be used when providing a Laserfiche Document Imaging upgrade for the Town of Southold: Laserfiche Network Svstem Software Laserfiche United Server: The Laserfiche United Server application runs on a MS SQL 2000 database platform. It is designed to manage large volumes of documents and/or users. The client-server structure allows the server to perform the bulk of data-processing tasks, minimizing network traffic and offer ling users quicker response times. This version comes with support for I database. The ability to support additional databases can be added with the United Server Additional Database Module. (Microsoft SQL is not included with the Laserfiche Server software.) Full Users: Full Users will be able to utilize all ofthe features of the software, including scanning, file tree maintenance, archiving, database repairs, etc. Retrieval Users: Retrieval Users are provided with the ability to search, view and print documents, but will not be able to scan, OCR or edit documents. SnapShot Plug-In: Allows you to include existing electronic files in the Laserfiche system directly rather than having to print them out and then scan them into the system. E-Mail Plug-In: Sends Laserfiche documents as e-mail attachments. Anyone using MAPI- compatible E-mail systems, such as Microsoft Exchange@, Outlook@ or Lotus Notes@, can read Laserfiche images in color or black and white. CD Plus Plug-In gives you the ability to store or transfer documents on CD. These CDs include the Laserfiche Document Viewer, allowing them to be viewed and searched on any PC with a Windows operating system. In order to use the Plus Plug-In, the Town will need to have a CD burner. If the Town does not have a CD burner, we will be happy to provide pricing for one. Pixtran@ Scan Connect: Allows Laserfiche to interface with a number of supported scanners using the ISIS communication standard. Ifthe municipality decides to purchase the scanner and SCSI card locally, the ScanConnect CD will need to be purchased from General Code. Standard Audit Trail: Standard Audit Trail provides all ofthe functionality of Starter Audit Trail, plus it tracks failed attempts to access or change content and allows custom auditing per trustee. On-Site Installation. Traininll and Documentation Installation and Setup: Our Technical Representative will come on-site to install the software and set up a configuration that is best suited to your needs. Installation will include, but is not General Code Page 1 05/05/2005 ( 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 hours for up to three users) is designed to familiarize you with all of the basic functions of the program and to provide you with the necessary skills to put the system into immediate use. We will use some of your actual documents to establish file-naming conventions and to train you in all Laserfiche's search, management and manipulation features. In addition to training of full users and administrators, we will also provide basic training for anyone with a retrieval user license (generally a group setting) . Documentation: During the training, each trained user will be provided with a 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. Removal of Existine svstem & Data Mieration Prior to completing the Installation of the new version 7 system, we will remove the existing system. We will also migrate the existing database to the new system so that all of the Town's information will be stored in the new database. SUlJlJort LSAP was created to deliver critical program updates and provide ongoing technical support for your document-imaging system. This is extremely important because Laserfiche document- imaging systems are continuously improved to be even more powerful and efficient. 'Technical Support" covers all questions that might arise should the system ever not function as designed (as distinguished from training issues). With Basic LSAP service, technical support requests will be addressed within 24 hours, with the majority response times within eight hours. Software upgrades and patches, as applicable, will be provided to you upon release by the manufacturer. With LSAP, you will always be confident that you are receiving the very best performance and quality possible. LSAP i.s renewable on an annual basis. General Code Page 2 01/26/2006 RECOMMENDED PC AND SERVER SPECIFICATIONS FOR LASERFICHE Laserfiche Server: CPU Pentium III 800 MHz or better required; Pentium IV I GHz or better recommended If server running only Laserfiche: I GB RAM recommended Memory If server running additional applications: increase by 256 MB per additional application Operating System Windows Server 2000 with SP2, Windows XP Professional or Windows Server 2003 (recommended) United System; MS SQL Server 2000 (either a processor license or I CAL per Database Engine Laserfiche user) Team Svstem: MSDE (included with Laserfiche) Network Protocol TCP lIP Browser Internet Explorer 6.0 or higher Hard Drives Assume 30,000 images per I GB of hard drive space RAID arrav recommended CD-ROM Drive For installation purposes NIC For network connectivitv Network Licenses Laserfiche uses one Windows license for all Laserfiche users UPSrrape Backup UPS and tape or other backup system to ensure data integrity Full User I Scanuer PC: CPU Pentium III 1 GHz or better required; Pentium IV or better recommended Memory 512 MB RAM or better Operatin~ Svstem Windows 2000 or Windows XP Professional Network Protocol TCP/IP Browser Intemet Explorer 6.0 or later Hard Drive Hard drive running at a minimum of7,200 rpm I GB of free disk space for software and temporary files created during scanning CD-ROM Drive For installation Durnoses NIC Access to the network server runnin~ Laserfiche Monitor 17" monitor or better recommended for optimal viewin~ USB Port or Available USB port for scanner connection if the scanner will support a USB SCSI Controller connection or AdaDtec 2930 or 2940 SCSI Controller and Cable Retrieval User PC: CPU Pentium III required; Pentium IV or better recommended Memory 256 MB RAM or better Operating System Windows 2000 or Windows XP Professional Network Protocol TCP/IP Browser Intemet Explorer 6.0 or later Hard Drive At least 70 MB of free disk soace CD-ROM Drive For installation Durnoses NIC Access to the network server runnin~ Laserfiche Monitor 17" monitor or better recommended for optimal viewing General Code Page 3 01/26/2006 SOLUTION INVESTMENT Prices noted for software, installation 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. Laserfiche Network System Software United Server 10 Full users (up to 7 installed) 30 Retrieval users (up to 10 installed) 10 Snapshot Plug-Ins 37 E-Mail Plug-Ins Web link Audit Trail Plus Plug-In 3 Additional E-Mail Plug-In licenses E-Mail licenses must match the total number of user licenses. 6 months LSAP for 3 additional E-Mail Plug-In licenses 3 PixTran ScanConnect CD's On-site setup and installation . On-site training for up to 3 full users and 3 retrieval users . Training for system administrators . Customized Training Manuals for each user trained . Laserfiche user guide and administration manuals Remote installation of s(:rver and database migration * $FREE $FREE $FREE $FREE $FREE $FREE $FREE $FREE $ 240 $ 36 $ 495 $4,500 $ 750 'Note: Remote data migration will occur the day before the scheduled on-site installation and training. The requirements for remote data migration are as follows: . Server must meet the minimum specifications (see attached) . Server must allow for Internet access (WebEx session) . Server must be rebooted after completion of the installation of the Server Software (we must be notified if this will require an off-hours reboot) . IT person must be on-site to assist Laserfiche database will be unavailable to users from the start of the installation until the completion of training (up to 4 days) In order to complete this upgrade the Town will need to provide our Technical Project Manager with a copy of your existing database files no later than 3 days before the scheduled installation. In order to maintain the security that is currently implemented on the Town's system, a list of all the Laserfiche users, including user names, full names and a list of feature rights (scan, search, print, move create, to name a few) will need to be provided to General Code. In addition we will need a list of all ofthe folders in your database and users who have access to these folders. All ofthis information must be provided to General Code no later than I week prior to the installation date. Estimated Annual supportfee (LSAP): $12,240 General Code Page 4 01/26/2006 '. AUTHORIZATION OF PROJECT Payment Schedule: 50% of the Contract price shall be invoiced upon authorization of the project. 50% of the Contract pricl~ shall be invoiced upon completion ofInstallation and Training of the system. Performance Schedule: Installation and Training of the System: within 90 days of authorization of the project. LSAP Specifications: After initial installation, the charges associated with annual maintenance of the Laserfiche software, or any other services requested by the Municipality shall be paid by the Municipality upon ddivery of the services or products and submission of an invoice/voucher by GCP. Based on the above-defined project, the estimated annual LSAP for the second and successive years will be $12,240 annually. The existing LSAP on your existing Laserfiche version 6 software will expire on August 10, 2006. The Town of Southold, N. Y. hereby agrees to the procedures outlined and authorizes General Code Publishers Corp. to proceed with the upgrade project as follows: TOWN OF SOUTHOI.D,~FOLK COUNTY, NEW YORK Signature ~a../~t'ul Date AprilotL- 2006 Name Scott A. Russell Title Supervisor General Code Page 5 01/26/2006