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Home My WebLink About2015-097i4cci F periencceFxcellence Municipal Code Corporation PO Box 2235 • Tallahassee, Florida 32316 TELEPHONE (800) 342-2633 • FAX (850) 564-7496 Logan Di Liello, Senior Account Executive .(850) 408-5433 • logan@mccinnovations.com April 9, 2015 Ms. Maria Suesz Deputy Clerk -Clerk to the Board Indian River County 1840 25th Street Vero Beach, FL 32960 Dear Ms. Suesz: I enjoyed speaking with you recently regarding the Laserfiche software and services. Pursuant to our discussion, we are pleased to enclose our Professional Services Proposal. While reviewing the proposal, please keep in mind the following advantages of being a MCCi customer: Leading Provider— For the past six years, MCCi was ranked as the #1 Laserfiche VAR in the United States. With 3 offices in Florida, we are dedicated to our Florida customers and serve over 125 clients in Florida alone at this time. Professional Certifications — MCCi's staff is well-trained and holds multiple certifications in security, HIPAA, CDIA+ and more to give you the peace of mind that we are simply the best at what we do. Our staff is also Laserfiche Gold Certified, meaning we have passed the Laserfiche CPP courses required for this certification. Government Focus — MCCi was created by Municipal Code Corporation to focus on innovative technologies for Government. MCCi provides Laserfiche software and services to more than 400 government entities including Cities, Counties, State Agencies, Special Districts, and more. "1 Specialization in Enterprise Solutions — Our Project Managers provide implementation and training services to help make your solution an Enterprise -wide deployment. We work with you on your initial project plan knowing that one day Laserfiche will be used across the entire organization. This methodology helps you plan to meet this goal in your time frame whether it be an immediate objective or part of a multi-year plan. `( Superior Support — MCCi utilizes a multi -layered support team geared towards offering each client multiple contacts to enhance the usage of every product implemented. We offer support through our help desk, email, and toll free number, and also have an online support center that gives end users access to training manuals, "how to" checklists, training videos, a knowledge base, and software updates. Robust Resources — Whether it is integration, scanning and indexing services, an electronic forms solution, etc., MCCi has additional solutions that are complimentary to Laserfiche, while allowing you to work through one vendor for best of breed solutions. If you have any questions concerning our proposal or desire additional information, please do not hesitate to contact me on our toll-free number. We appreciate your interest and hope that we will have the pleasure of working with you. Sincerely, Logan Di Liello Senior Account Executive Executive Summary Company History MCCi, a subsidiary of Municipal Code Corporation (The nation's leading codifier for local government), has been providing Electronic Records Management Solutions to its clients since 1998. In 1998, Municipal Code Corporation (MCC) created a document imaging division, which subsequently evolved into MCCi in the summer of 2003. This allowed MCCi to provide its customers with a higher level of service, but still benefit from the stability and credibility of MCC. With a client base of over 600 government agencies and satellite offices across the country, we are striving to be the leading Enterprise Content Management provider in the United States. MCCi has been the #1 Laserfiche VAR in the world the last 7 years. Proposed Solution MCCi is proposing the Laserfiche software for your organization. Laserfiche is a unified solution that manages all your organization's documents and records, regardless of location or media. Please keep in mind some of the features of Laserfiche: User Friendly — Laserfiche is very easy to learn, navigate and use. Users will see Laserfiche has a folder tree structure similar to Windows Explorer for easy viewing and use. This familiarity will give your staff the confidence to begin scanning and retrieving documents almost immediately after installation making an Enterprise rollout easier on your resources. ":1- Comprehensive Security — Laserfiche Comprehensive Security allows you to control the security of your documents on many levels. You determine what functions, such as scanning and printing, each staff member may use. Security features are easy to administer and with proper right records managers can administer most security functions without IT staff assistance. intelligent Search — Laserfiche lets you search your documents based upon full -text search, index search, and document and folder name searches. The Laserfiche full -text search unlocks the contents of your documents; if you need to find a word or phrase within a document, the full -text search retrieves it immediately. An easy Google -style toolbar is available for searching as well. ". Integration — Laserfiche is the central repository for records in your organization and allows you to integrate other main line of business solutions easily. Whether you are looking for a way to integrate with a departmental solution, ERP solution, Microsoft product, etc., Laserfiche has options available. Laserfiche Microsoft integrations include the ability to archive Office & Outlook documents directly into Laserfiche as well as integration with Microsoft SharePoint. E -Forms & Business Process Automation — Laserfiche allows users to capture information instantly and automate business processes instead of the traditional methods of using an imaging solution as an archival tool. Users are finding efficiencies by reducing the time processes take and giving users access to information instantaneously through the implementation of Laserfiche Forms and Laserfiche Workflow, resulting in cost savings for the organization. ✓ Mobility & Web Tools — Mobile devices are being used more and more in organizations for day to day operations. Laserfiche has options available to ensure you can access Laserfiche from these devices and perform related actions quickly on the go. There are also options for giving your outside citizens/customers access to records through the web to promote transparency and decrease records requests. 21 Avante Features MCCi is recommending the Avante platform for your organization. Avante includes: Bundled users — Each user comes bundled with: '✓ Workflow for Business Process Automation '44 Snapshot for archiving electronic records Email Plug-in for emailing records directly from Laserfiche Options for bundling the following functionality into user licenses: Web Access, which includes a thin client option for users, Web Access Light for mobile devices & tablets, iPhone & iPad apps, and SharePoint integration. Audit Trail for monitoring, recording, and reporting on system activity. - Digital Signature capabilities 'd' Web -based Administrative Console allowing you to administer the system from anywhere. Options for Electronic Forms, Records Management, Batch Processing tools, Integrations, and Web Portals. MCCi Advantage MCCi is a leading Laserfiche provider focusing on customer service in every aspect of your project. As a client you will receive access to our highly trained staff & support services, including: Dedicated Project Management — Our Project Managers are highly trained in the areas of implementation, Workflow processes, integrations, and more to help your organization implement a well thought out Enterprise system based on your organization's needs. They are Laserfiche Gold Certified and also hold other professional certifications to maintain a high knowledge level of our client's business processes. Dedicated Support — Once your project is complete, you will have access to our support staff for trouble shooting & supporting your Laserfiche system. Our staff can be easily reached through email, phone or our online support center. "1 Sales & Account Management Team — You will have a dedicated team of an Account Executive and Account Manager that you can directly contact. They will also proactively contact you to ensure satisfaction, provide additional information on your products, and conduct web & regional events on continuing education topics. v' Training Services — Before, during, and after your project, we focus on ensuring the users are trained on the software and stay up to date on the features available. In addition to our Training Services, we offer a yearly subscription to our Online Training Center for Laserfiche to help protect your Laserfiche investment. This allows all types of users, regardless of their role, to access videos on popular topics. This information is updated monthly and will be a continued resource for your organization. Back File Scanning & Conversion Experience — In the event you need to address a back file scanning project or have older data from legacy systems to convert, we have experience in addressing these and integrating them into your Laserfiche system. We have converted over 30 different applications and migrated the data to Laserfiche for other clients. ViICCi E xcer,erceExcellenc;e PRICING PROPOSAL Laserfiche Avante Product Description: Qty. Cost Total ECM SOFTWARE LICENSING FOR AVANTE 2 Avante Server for MS SQL 1 $5,000.00 $5,000.00 2 LF Full Named User 6 $500.00 $3,000.00 Includes Snapshot, Email, and Workflow 2 LF Standard Audit Trail, 15% Add On to All Named Users 6 $75.00 $450.00 2 OCR Scheduler for Laserfiche - Requires one dedicated Laserfiche User 1 $1,500.00 $1,500.00 License 2 LF Scanconnect 5 -pack 1 $660.00 $660.00 O LF Workflow 1 Included Included ECM Software Licensing Total $10,610.00 WEB TOOLS FOR AVANTE Laserfiche Standard Public Portal 1 $25,000.00 $25,000.00 Includes Weblink and 25 Retrieval Connections Web Tools Total $25,000.00 ANNUAL SOFTWARE SUPPORT - BASIC LSAP El Avante Server for MS SQL 1 $1,000.00 $1,000.00 2 LF Full Named User 6 $100.00 $600.00 Includes Snapshot, Email, and Workflow 2 LF Standard Audit Trail, 15% Add On to All Named Users 6 $15.00 $90.00 2 OCR Scheduler for Laserfiche - Requires one dedicated Laserfiche User 1 $330.00 $330.00 License O LF Scanconnect 5 -pack 1 $132.00 $132.00 [JJ LF Workflow 1 Included Included 2 Laserfiche Standard Public Portal 1 $5,000.00 $5,000.00 Includes Weblink and 25 Retrieval Connections O Managed Services for Laserfiche 1 $1,890.00 $1,890.00 Laserfiche Managed Services needs are estimated based on the current software components provided herein: up to 15 hours. O Training Center 25 - 49 Users 1 $2,840.00 $2,840.00 Annual Support Total $11,882.00 For budgetary purposes, the Client should include $12,239.60 in annual budget for renewal of LSAP, Managed Services, and the Training Center for the software quoted above. 4 MCCi PROFESSIONAL SERVICES Basic Onsite Training of software, per day 2 $2,200.00 $4,400.00 Workflow training and installation excluded. Travel expenses included. -1.5 days for LF End User Training - 0.5 days for LF Administrative Training 0 MCCi Project Management Services *Up to 32 hours of Remote 1 $5,280.00 Project Management Remote Installation/Configuration - Laserfiche Avante SQL - OCR Scheduler -ScanConnect - Public Portal Professional Services Total $9,680.00 Existing MuniCode Client Discount *Expires May 31, 2015 1 ($5,100.00) ($5,100.00) *Discount is dependent on acceptance of all 3 phases of the project (Laserfiche, Data Migration and Book Scanning) and MCCi's receipt of the signed agreement by above stated expiration date. Total Project Cost $52,072.00 PAYMENT & BILLING TERMS MCCi will invoice one hundred percent (100%) of the software and support upon delivery of software. If services are included, the balance of the total project will be invoiced upon completion of the proposed professional services, which may be broken up based on the completion date of specific services. Sales tax will be included where applicable. Payment will be due upon receipt of an invoice. Laserfiche software and help files are provided electronically. If hard copy manuals or software is desired, there is a $50 additional charge. This will need to be requested. SUMMARY OF PROJECTS FOR INDIAN RIVER COUNTY Laserfiche Avante System Minute Book Scanning Data Migration $ 52,072.00 $ 36,685.00 $ 11,120.00 Grand Total $ 99,877.00 5 Quotation Sheet for Minute Book Scanning SCOPE OF SERVICES AND PROJECT PRICING The Client will furnish MCCi for its use in preparing the document imaging project all hardcopy /electronic documents to be converted. CLERK DOCUMENTS Project 1 —Minute Books — Conversion of Documents up to 11"x17" in size Excess Images @ $0.319 PROJECT SCOPE — All estimates are • General Description Department: Document Types: Document Count: Image Count: Images Per Document: • Document Preparation Current Storage Method: Condition of documents: • Image Processing DPI & Color: Indexing Requirements: Optical Character Recognition based on information provided by the client • Image Output Media: Output & Content: Remote Import Assistance to LF: • Material Handling Shipping Logistics: Shipping & Delivery Terms: • Special notes: Clerk Minutes 115 Books 115,000 Images 1,000 images per book Stored in Minute books with removable pages Average to Good for minute books 300 DPI, Black & White Up to 3 Fields (Document name counts as an index) Included CD/DVD up to 1 set per shipment Laserfiche Briefcase Included MCCi Pickup Up to 1 shipment $36,685.001 MCCi will pick up, scan, index and return minutes to the client. MCCi will index by meeting type and date. Minute books are currently stored in 2 prong binders, minutes will be returned in the manner in which they were received. Minutes are also printed "head to toe". MCCi will use processing to correctly orient the scanned images. 1 Future updates will be @ $1.00 per image. The Client may request an up to date optical media disc (CD/DVD) at the cost of $50 per set (includes up to 5 discs to complete a set. If additional discs are needed, additional fees may apply). 6I 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 INDIAN RIVER COUNTY, FL, a corporation duly organized and existing under state law, hereinafter referred to as the Client, according to the following terms and conditions. MCCI DOCUMENT SERVICES — INDEXING SERVICES. Once MCCi has received your documents, the following process will occur according to the terms laid out in MCCi's pricing proposal and may vary according to services selected. CONSULTATION. A Consultation will be scheduled via a telephone conference after receipt of signed contract. This consultation is designed to go over the following: the signed contract and terms, folder structure, current searching methods, document naming scheme, document preparation requirements, and document shipment and/or pick up. DOCUMENT PREPARATION. If you decide to send paper documents to MCCi, the process of document preparation begins with removing any materials that may prohibit the document from being fed through the scanner (i.e. Removal of documents from file folders, Removal of staples, paperclips, tape, clips, etc) and is described as Document Preparation. Upon completion of scanning, MCCi will organize the documents into their original order as received from the Client but not placed back into their file folders or reprepped unless specifically stated otherwise in the project scope. DOCUMENT ORGANIZATION & INDEXING. Based on the scope of the project and outcome of your consultation, MCCi will organize and index your documents. Each project will have its own required organization and indexing requirements. Our project management team will work with the Client to identify those requirements. Prior to project kickoff we will send the Client example template cards and file -tree structure for their approval. Or, if the Client already has existing Laserfiche template cards created for a specific document series, they can send us that template via Laserfiche Briefcase. DOCUMENT QUALITY CONTROL. MCCi performs a thorough quality control process after the job has been completed. Each scanned image is inspected for quality, legibility, and accuracy. Steps are taken to ensure each document has been captured, the quality of the scanned image is comparable to the original, and all manual indexing errors have been corrected. MCCi cannot be accountable for records not reflected in original inventory report as provided by Client. MCCi will correct only those discrepancies reported within 90 days after delivery of hard copy materials. DOCUMENT STORAGE. MCCi's facilities contain secure rooms for hardcopy "work in progress" document storage that are designed to prevent damage from natural disasters. MCCi will arrange for the return of hardcopy documents to the client after completion of scanning. If documents reside at MCCi facilities for a period longer than 90 days after a request for delivery has been made, storage charges will apply. MCCi is not responsible for maintaining permanent archive and accepts no responsibility to loss of electronic data. FUTURE UPDATES. The Client can provide MCCi additional documents after completion of initial project. The updates can be on a schedule, or as desired by the Client. The Client shall forward to MCCi copies of the final documents via e-mail, certified mail carrier, or through the MCCi pick up and delivery service (offered in select states only). At each update, the Client may elect to purchase an updated version of their records on electronic media. All copies will be disposed of within 60 days upon completion of work. Original documents will be returned to the Client. ENTERPRISE WIDE SCANNING SERVICES. In accordance with the terms and conditions as laid out here within, MCCi can provide any department in the organization with scanning services for documents other than those described in Section I of the pricing proposal. All costs are volume based and can be provided upon request. MCCi will consult with each department interested in beginning their own project to determine individual scanning and indexing needs. MICROFILM & FICHE CONVERSION SERVICES. MCCi offers electronic conversion services for microfilm, microfiche, and aperture cards. The Client will provide MCCi with data to be converted to electronic format. MCCi will extract the images contained on the film/fiche and migrate them to Laserfiche or to another industry standard format as requested by the Client. The images will be captured based upon the reduction ratio and threshold between the beginning and ending of new images on the original film. MCCi is not responsible for the accuracy of existing image quality, such as black borders, skewed images, blurry images, non -legible images, or other errors that are not controllable by MCCi. Unless otherwise specified in the project scope, MCCi will index by the roll/card number or unique identifier. LASERFICHE SEARCH ENGINE CD/DVD AND MINIMUM HARDWARE REQUIREMENTS. MCCi will integrate the documents with the LaserFiche Software to provide the Client with the most powerful index retrieval search engine available with the following features: intuitive browse window, index cards, and full text word search. MCCi will provide the Client with the appropriate media containing all documents scanned and integrated with Laserfiche. The Laserfiche version 8 software requires the use of Windows XP (Service Pack 2), Windows Server 2003 (Service Pack 1), Windows Vista (Service Pack 1), Windows Server 2008, Windows Server 2008 R2, or Windows 7 to access the CD/DVD. ONLINE DOCUMENT HOSTING. MCCi will post the documents to the web for a minimal annual fee. MCCi provides the Client with a direct link which can then be linked to the Client's website for public access if desired. Document storage cost is determined upon actual image count. All documents on the site are integrated with a search engine, and updates are incorporated as the database is amended. PROJECT TIMELINE. MCCi will complete and deliver the project within the predetermined project timeline as agreed upon with the Client. Should MCCi require additional time, the Client will be notified immediately. DOCUMENT TRANSPORTATION. The client is required to package all materials per MCCi's instruction prior to delivery of materials to MCCi facilities. If the client chooses to utilize MCCi's pick up and delivery service (offered in select states), pricing is based on picking up the entire 71 project described in the scope of services in one shipment. At the time of updating or if additional trips are required due to the Client not having all the documents ready for pick up, additional charges will be applied. If the client chooses to ship via a certified carrier, the client incurs all shipping costs. PRICING. Charges apply on a per project basis and are dependent upon size and volume of documents. MCCi requires having the entire project in bulk, rather than in small quantities. Breaking the project into smaller quantities will affect the volume pricing, and additional charges per image may apply. A sample may be required prior to confirming large volume job pricing. UNANTICIPATED DOCUMENT TYPES & SIZES. The prices quoted are made with the expectation that customer will properly prepare and annotate materials for scanning bureau use and that documents are consistent with the description provided in the scope of services. If documents are not as initially represented, additional charges will apply. MCCi will call for authorization to proceed with the project. LASERFICHE SYSTEM CUSTOMERS. Due to requirements by Laserfiche systems regarding the importing of images and indexing information, it is highly recommended that Clients who already have a Laserfiche system have their documents scanned using only Laserfiche software. This will ensure that all associated indexing information will be properly retained after the importing of images into the Laserfiche system. MCCi has knowledge of the software versions, indexing requirements, and compatibility issues for each of our Laserfiche system clients. For these reasons, MCCi should be considered as a Sole Source provider for scanning services. MCCI CERTIFIED PARTNERS. MCCi maintains partnerships for the purpose of additional capacity and flexibility in meeting client expectations. In the event partners are used for a project, the management and support of the project is handled directly by MCCi. AGREEMENT EXTENDED TO OTHER GOVERNMENTAL UNITS. MCCi agrees to allow any other Government agency to purchase items at the same terms, conditions and pricing as this contract during the period of time that this contract is in effect. Minor changes in terms and conditions may be negotiated by MCCi and participating Government agencies. Any orders issued against this agreement shall be the sole responsibility of the Government agency placing the order. It is understood that the Client shall incur no financial responsibility in connection with any purchase by another Government agency. TERMINATION. The services provided in this agreement will be in full force and effect for a period of three (3) years from the date of shipment of the completed product to the organization. Thereafter, this agreement will be automatically renewed from year to year, provided that either party may alter or cancel the terms of this agreement upon sixty (60) days' written notice. FORCE MAJEURE. Neither party shall be liable for any delay or failure in performance due to causes beyond its reasonable control. CLIENT FINANCIAL SOLVENCY/BANKRUPTCY. MCCi may require payment in advance for products and services in response to learning of financial solvency or bankruptcy issues. LIMITED LIABILITY. In no event shall MCCi's total liability to the client exceed the project fees paid to MCCi by the client. PAYMENT & BILLING TERMS. MCCi will invoice project on a monthly schedule, based on deliverables (via Electronic media or the internet). Payment is due upon receipt of an invoice. 8! MCCi Quote for: Indian River County (Data Migration from Smead System to Laserfiche) SCOPE OF SERVICES The Client currently has approximately 5-7 GB of electronic records and 7-10 GB of image files in a Smead system which operates on a SQL database engine as the backend. This data contains approximately 2800 electronic documents and 131,922 image pages which the Client would like to have migrated, indexed and integrated into their new Laserfiche system. Unless otherwise stated in the scope of services, the migration process is limited to migrating data from one system to Laserfiche. Access to data — The Client will provide MCCi with remote access to the data for the purpose of review, and for assistance in configuring the migration utility. If necessary, the client will make a copy of all data to be migrated on an external hard drive and will send the data to MCCi. Additional fees may apply if the data is of a size that requires MCCi to acquire additional hardware to run the migration process. Copy of Application — The Client is required to give MCCi access to the original application as part of the migration process. If no access can be given, this must be stated in the scope of work. Due Diligence — Data migrations may require investigation by MCCi prior to providing time estimates and confirmation on programmatic feasibility. Due diligence time spent prior to contracting for services is incorporated into the final project cost. Migration — The data migration utility created by MCCi, will be utilized to migrate the records to the Laserfiche system. The images and the document classes (i.e. the index data) will be preserved within the variance, if any discovered during Project Sampling and Evaluation Testing. If manual image naming or indexing is required it will be the client's responsibility. Supported Data Types — TIFF Images from the legacy system will be migrated into Laserfiche. No conversion of data types or removal of document wrappers will be completed during the migration process unless specifically stated in this scope of services document. Files that are encrypted will not be migrated. Additional document types are in an electronic file format including .ftr, .fig, .dpw, .knl, . fdp, .txt, .cod, and .tpp. These file formats can be stored as is in Laserfiche. Laserfiche will not open most of these files natively and will require their supporting software installed on the workstation viewing these documents. MCCi is not responsible for providing native applications. Indexing — If indexing is desired and not currently contained within the electronic data migrated, the Client is required to provide MCCi with a database (in a format accepted by MCCi) of indexing information which would be used to auto populate template fields. Additionally, the index data must be associated with the documents via unique identifiers or pointers. OCR — The client will be able to OCR the records internally, once the migration process is complete. Data Capture and Quality Control — MCCi is not responsible for the accuracy of existing indexing data and/or image quality, such as errors on the media, image file corruption, data file corruption, orphaned records, encrypted data, non supported proprietary formats or other errors that are not controllable by MCCi. Security — Due to the vast differences in how document management systems handle security and file access, the migrated data will not retain any of the previous system security from the former document management system. It will be the responsibility of the Client to apply the necessary security and access control to the migrated data in Laserfiche. Prior to providing end user access, the Client should verify that all migrated data has had the proper security applied, including view/write access and redactions (if utilized), which is consistent with their existing Laserfiche security policy. Sticky Notes, Redactions and/or Annotations — Due to the vast differences in how document management systems handle sticky notes, redactions and annotations, data migration services do not include migration of sticky notes or any other redactions and annotations from the legacy system to Laserfiche, unless otherwise stated in this scope of services document. Retention of data — MCCi is not responsible for maintaining a copy of the original data, or a copy of the converted data. 91 Point of Contact — MCCi requires the Client to make accessible one point of contact to MCCi for all decision making. This person is responsible for obtaining all approvals on behalf of the Client in regards to formatting, template fields, file structure, output format, etc. PROJECT DELIVERABLES (DATA MIGRATION) MCCi staff will perform the data migration and deliver to the client their indexed and migrated in an easily imported format for Laserfiche. MCCi staff will assist/perform the importing of these documents into the clients Laserfiche system. Assumptions The point of contact has reviewed and provided the proper record set for migration into the Laserfiche system. Any records not marked as reviewed will not be migrated. Data Sampling and Testing MCCi will conduct a sample testing which is intended to resolve various migration questions, confirm and ensure a mutual understanding of the migration project requirements and expectations. Work under this contract shall begin after written acceptance of sample test results by the Client. Acceptable Variance A mismatch between the number of documents in the system and the number of documents on the hard disk was discovered during the due diligence process. This mismatch has been attributed to errors in system cleanup of old records and other unknown issues. This variance has been determined to be approximately 5% of records. MCCi is assuming a 5% variance in records counts is acceptable for the migration. PROJECT TIMELINE Timeframes are dependent upon date of receipt of material and project sampling acceptance and based upon business days. Time lost to decision making on the Clients behalf may extend the final delivery timeframe. If additional time is required the Client will be notified accordingly. PROJECT PRICING — DATA MIGRATION SERVICES Based on the estimates provided by the Client and is dependent upon final sample testing. O Migration Utility & Support $ 10,105.00 - MCCi and client thoroughly review legacy data - Utility configuration for up to 4 Doc types: BCC, Ordinances, Resolutions, Official Documents - Creation/verification Laserfiche metadata templates and folder structure: Client should have existing Laserfiche Templates Sample run and presentation Migration code fixes and anomaly adjustments - Data migration: Client may be required to assist in the actual migration If original time estimates are exceeded Volume Consistency check Q Project Management TOTAL PROJECT COST $ 1,015.00 $ 11,120.00 PAYMENT & BILLING TERMS MCCi will invoice fifty percent (50%) of the total contract amount upon receipt of the signed contract. Balance will be invoiced and billed upon delivery of migrated data. Sales Tax will be included where applicable. Payment will be due upon receipt of an invoice. Upon import into Client production Laserfiche repository, Client has 30 days to review imported records to verify accuracy of migrated electronic data. If the Client remains silent regarding their findings and/or 30 days elapses without notification to MCCi; the Client then deems the migration accurate and acceptable. 10I MCC/ STANDARD SERVICES To determine which services and products are included with your project, please refer to the Pricing Proposal above. MCCi prides itself in providing high quality professional services and support. Providing the most advanced level of tech support via the web, e-mail and phone, you can rest assured that MCCi will provide you with profession installation, training and support services. Our clients can rely on us to provide a continual flow of information through our technical bulletins and newsletters. MCC! PROJECT MANAGEMENT SERVICES MCCi Project Managers are CDIA-certified and Laserfiche Certified. The CDIA (Certified Document Imaging Architect) is awarded after a comprehensive and rigorous exam focused on a broad spectrum of document and records management objectives. There are multiple Laserfiche Certifications and MCCi focuses on maintaining all of them. MCCi Project Managers administer these services and concentrate on defining business requirements and the deliverables that follow. The MCCi Project Manager will work with the client's point of contact to put together a project plan that clearly defines the scope of services of the Project Management services. These services are included to ensure the Client is prepared for the final project implementation. Implementation Client Consultation - The assigned MCCi Project Manager will perform a remote pre -installation solution development plan including configuration of security rules for the Client prior to installation and training. This consultation will include a review of current document organization and retrieval practices to determine desired indexing methods, as well as other basic system set up needs. Once this information has been gathered and provided to the MCCi project manager, the basic folder structure, document naming scheme, scheme, and template set-up will be configured prior to onsite training. Remote Installation and Configuration — Software installation and configuration may occur remotely as part of the Project Management services to ensure the onsite time purchased is focused on the direct objective. Please refer to the pricing proposal to determine if the onsite time will include installation and configuration. Remote Training — Project Management services may be utilized for training administrators or users remotely if not providing onsite training. Please refer to the pricing proposal to determine the training model quoted. LASERFICHE BASE SOFTWARE TRAINING SERVICES The client is provided with either instructor -led hands-on training or train -the -trainer training in the operation of the Laserfiche Software and Plug -ins, and the scope of all training services to be performed is notated in the Pricing Proposal. These services will be provided onsite or remote, please refer to the Pricing Proposal to determine which has been quoted. Below are some sample outlines based on user - roles and system modules: System Administration Training • Client and Server Installation Procedure • Users and Groups — Active Directory • Security • Templates • Tags • Document Relationships 111 • Records Management • Volumes • System Settings • Back Up Procedures • Troubleshooting Procedures • Technical Support Overview Full User Training • Introduction to Laserfiche • Folders and the Folder Browser • Scanning and Importing • OCR and Full Text Indexing • Document Display • Index Card/Templates • Document Retrieval by Index Fields or Text (Searching) • Annotations • Extracting a Document from Laserfiche • Briefcasing and Migrating Documents • Customize Laserfiche • Volumes • Security • Advanced Features — Plug -ins 12 1 SOFT WARE? DI:SCRIPI IONS To determine which products are included with your project, please refer to the Pricing Proposal LASERFICHE AVANTE Laserfiche Avante solution is a named user model and starts out with a feature rich system that is based on the number of people who will be using the system. It is designed for small to mid-size organizations and helps you capture, manage, distribute, and work with information in diverse working environments. Avante comes with Laserfiche Workflow and allows your organization to move beyond simple document routing to automate everyday tasks, optimize business processes, and share information with a wide variety of applications. Avante systems allow you to choose from multiple database platforms and incrementally expand the system with records management edition and other plug -ins such as Auditing, Web Access, Digital Signatures, and Batch Processing. The Laserfiche Avante pricing structure makes it simple and affordable to add new features and functionality to your Laserfiche system as your needs change. LASERFICHE Rio MCCi recommends the Laserfiche RIO solution for Enterprise clients that have a large volume of users, as well as the need for test environments and multiple servers/repositories. RIO and each RIO license comes coupled with Workflow, Web Access, Mobile Access, Snapshot, Email, Digital Signatures, and Advanced Audit Trail. This licensing structure makes it much easier on IT administration, especially when dealing with a Targe user base. In addition, RIO supports an unlimited number of application servers, as well as repositories, making it well suited for expansion and testing needs. RIO can connect either to MSSQL or Oracle for the backend database, and of course many of the same optional Laserfiche modules such as the Records Management, Batch Processing and Weblink Public Portal licenses are available with RIO. LASERFICHE SOFTWARE FEATURES AND LICENSING Feature Database Options Retrieval Concurrent Users Full Named Users Avante SQL Express, SQL, Oracle Public Portal (Weblink) Unlimited Retrieval Named n/a Users Application Servers User License Model 'Rio !SQL, Oracle i Public Portal (Weblink) Comments 125 — Unlimited Includes Workflow, Email and Snapshot for Avante; Includes Workflow, Email, Snapshot, Digital Signatures, Web Access and Advanced Audit Trail ,for Rio. Includes Email capability. Minimum of 200 must be 200 — Unlimited purchased. Repositories 131 'Up 15 per Application Server Avante: Up to 14 additional (for a total of 15) 'Repositories can be added at an additional cost. SOF I'IAARE D SCRl1'I IONS Workflow Snapshot Email WebAccess (Thin client access for named users) Mobile Access Digital Signatures Audit Trail Public Portal (Weblink) Options Included ?Included Included ;Included Included ilncluded a_. Add-on option Included Requires WebAccess Included Add-on option Add-on option (Options for Starter, Standard, Advanced) Included :RIO: Each Application Server can have up to 15 Repositories attached. RIO allows for an unlimited ;number of Application Servers. Includes Advanced Audit Trail 1Weblink Public Portal Weblink Public license package Portal license 'options (5,10, 25, 50, 1Unlimited Single Processor, Unlimited Dual Processor, Dual Processor, Unlimited Multi Unlimited Multi Processor) Processor) Avante Public Portal: The 5 concurrent license ;only allows for one security profile to be set. package options (50, ;Unlimited versions are licensed per Laserfiche Unlimited Single application server, and per processor. The Processor, Unlimited' licensed number of processors must be equal to or greater than the number of processors (CPUs) on the correlating Laserfiche application server. Note: Additional copies of the Unlimited Public Portal are needed if there is a need to connect the Public Portal to more than 1 Application Server. Records Management Add-on option Laserfiche )Lf 8.1 and later Versions Web Admin Included Console 'Add-on option { 1 !Included Laserfiche Forms Users Add-on option !Add-on option Laserfiche Forms Portal 14 1 Add-on option ;Add-on option The Laserfiche Forms User is a required add-on to all Laserfiche Full Named User licenses, and is a pre -requisite to all other Forms licensing options. This add-on will give the current Laserfiche Full Named Users full access (submission, process ;involvement, and approval rights) to Laserfiche ;Forms Server. The Laserfiche Forms Server can be linstalled multiple times, however each instance can only be associated with one Laserfiche application Server. Laserfiche Forms Users licensing is a prerequisite to being able to purchase Forms Portal licensing. !The Forms Portal license allows Form submission SOH WARE DESCRII' IONS from unlicensed (public) users. Forms Portal was also designed primarily for non-internal/public user submissions, therefore there is no Windows Authentication security validation provided. The users that access Forms through the Forms Portal can only submit forms (these users cannot participate in the business process after a form has been submitted). The Forms Portal is licensed to a specific Forms instance/server, rather than to the Laserfiche Application Server. Please note that if an organization desires to have a Forms Portal for !internal users, as well as a Forms Portal for !external users, and security protocol requires that these two Forms Portals reside on separate servers (one internal one external), multiple Forms Portal {licenses are required. Laserfiche Enterprise Forms Add-on option Portal Add-on option Laserfiche Authenticated Participants Add-on option Add-on option The Enterprise Forms Portal License is recommended for Laserfiche Rio Customers that have multiple Laserfiche Application Servers, as well as for Laserfiche Avante (Avante only allows for one Laserfiche Application Server), but require !. more than two Forms Portal licenses (see Forms Portal description above). Enterprise Forms Portal is, indeed, unlimited Portals. Instead of allocating one or more Forms Servers as Portals, they all are automatically Forms Portals. (Laserfiche Forms Users licensing is a prerequisite !to being able to purchase Forms Authenticated 'Participant licensing. Forms Authenticated !Participant licenses allow Non-Laserfiche Users to !participate in Laserfiche Forms Process Modeler Business Processes, and allow for secure authentication when interacting with Laserfiche Forms. Forms Authenticated Participant licensing is recommended for all internal users that require authentication and/or intend to participate in more than just the Forms submission process, and for those users that do not have Laserfiche Full Named User licensing, but have a need to authenticate and participate in Laserfiche Forms Business Processes. A Forms Authenticated Participant license is required for each Forms Server that the user needs to submit to. Upgrade Path 1Rio 'n/a 15 1 SOF MARE DF.SCR1P'TIO.1S LASERF!CHE PLUG -INS Laserfiche Plug -Ins, Utilities, and Tools MCCi can provide additional Laserfiche Plug -ins Utilities, & Tools software. Laserfiche offers a selection of modules and development tools designed to let you tailor Laserfiche to meet your needs. Certain Plug -Ins may be bundled differently based on the Laserfiche platform. Please refer to the pricing page/pricing proposal to determine which modules have been proposed. Capture Modules Laserfiche ScariConnectTM; allows ISIS scanning. A collection of ISIS scanner drivers is included with Laserfiche ScanConnect. These drivers allow images to be scanned through supported scanners. ScanConnect 7.x is can be purchased as an add-on to both Laserfiche scanning and Quick Fields. Laserfiche Snapshot": Laserfiche Snapshot is included with both Avante and RIO Full Named User Licenses, and can generate images and text from an electronic file (e.g. a Word document, a web page, a text editor, etc.). The files generated by Laserfiche Snapshot capture the content of the electronic file at the time that it was processed. In other words, they represent an accurate portrayal of an electronic file at a given point in time. The images and text created from an electronic file are then stored in a Laserfiche repository. As you can see, Laserfiche Snapshot can be used as a tool to archive a particular version of an electronic file. Laserfiche Snapshot can process any electronic file that can be opened with a Windows application that has printing capabilities. This feature is automatically included with every Full User purchase. Laserfiche Import Agent: Import Agent is a tool for automatically retrieving files stored in a Windows folder and importing them into a Laserfiche repository. The Windows folder can be local to the Import Agent machine or stored on a network drive. During the import process, Import Agent can process the files (e.g., perform OCR), use XML data as part of the process, and perform additional tasks. OCR Scheduler for Laserfiche: MCCi developed this tool. It provides a simple and effective way to mass OCR documents in Laserfiche. It allows administrators to configure multiple OCR sessions. Sessions are created based on selecting folders within a specific Laserfiche Repository and scheduling the time to begin the OCR process. Benefits: • Efficiency: Clients can schedule the tool to perform the OCR function, rather than tie up machines during the normal working rhythm. • Support/Search Content: Leaving the responsibility in users hands to conduct OCR can lead to incomplete processing. The tool provides assurance that everything in need of OCR is being addressed without end user interaction. "Quick Fields" (QF) Batch Processing Tools: Quick Fields is a suite of Batch Processing utilities created by Laserfiche. Avante and RIO bundle each of these features differently, which is reflected in the Pricing Proposal section: • Laserfiche® Quick FieIdsTM automatically captures useful information from paper and electronic documents and organizes it for fast retrieval. Quick Fields transforms data capture from a costly and labor-intensive operation into an efficient process by collecting precise pieces of information from the masses of unstructured data flowing into your organization. Quick Fields improves the speed and accuracy of data capture while giving authorized staff instant access to the information they need to work effectively. • QF Bar Code Validation Package: The Bar Code add-on reads bar codes on a specified page in the document. The value returned by the bar code process can be used to identify a page, populate a 16 1 SOFTWARE. DESCRIPTIONS field, determine the document name, or determine where the document will be stored. Bar Code is very powerful when combined with Real Time Lookup. Supported barcode formats: Codabar, CODE 39, CODE 128, EAN 8, EAN 13, Interleaved 2 of 5, UPCA, and UPCE. • QF Real-time Look up Validation Package: Lookup populates template fields and validates metadata by retrieving data stored in third -party databases and other applications. QF Zone OCR Validation Package: Images that contain clearly printed or typed information can be converted to text files through a process called OCR (Optical Character Recognition). Once text has been extracted from an image, it can be sent along with the image to the repository. Once the document has been imported into the repository, the extracted text will be associated with the corresponding image in the document. The International Zone OCR add-on will scan a zone on an image for text. Only text found within the zone will be extracted. The data returned by this process can be used to identify a page, populate a field, determine the document name, or determine where the document will be stored. The International Zone OCR add-on can be installed when Quick Fields is first installed or after it has already been installed. • QF Forms Alignment: automatically repositions scanned documents to match a master form, correcting for scanning errors and improving data extraction. • QF Document Classification: designed for clients who deal with multiple forms, and will recognize and process multiple document types. • QF Auto Stamp/Redaction/Bates Numbering: The Bates stamp option is a document auto - numbering annotation option • QF Optica! Mark Recognition: detects handwritten information, including marks on surveys, tests and ballots. • QF Agent: enables administrators to schedule forms processing around the clock and run Quick Fields sessions without operator intervention, reducing labor costs and optimizing business processes. • QF Forms Identification: automatically recognizes the form or document based on its overall structure, even in the absence of bar codes, form data or other distinguishing information. • QF Forms Extractor: removes form outlines to isolate data for more accurate capture. • QF Scripting Kit: Offers a script editor, which allows developers to write C# and VB.Net Scripts, and insert the scripts into a Quick Fields Session. Distribution Modules • Laserfiche Public Portal - WeblinkTM: The WebLink module publishes select documents in a Laserfiche repository to an intranet or the Internet in read-only form. Documents can be made available through the Web almost instantly, and users need only an Internet browser in order to access them. Built on ASP .NET, WebLink can be customized to match the look and feel of an organization's Internet or intranet site. Laserfiche WebAccess: Laserfiche Web Access is a Web browser -based thin client offering virtually all of the document management capabilities of the standard Laserfiche interface. Web Access allows your IT staff to roll out high-volume Laserfiche access without increasing your organization's application support burden. Authorized users organization -wide enjoy simultaneous access to documents, whether they are using the corporate intranet or logging in from a branch office. In addition, access to Laserfiche Mobile and the Laserfiche Sharepoint Integration resources, is made through Laserfiche WebAccess. o Laserfiche Mobile Access Options: Laserfiche Web Access or Laserfiche Forms is required for any/all mobile access options. Web Access Light & Laserfiche Mobile are both options for providing mobile access to your Laserfiche solution: 171 SoFrwARE i) ,chit' i ioNs • Web Access Light: Designed for Blackberry, Chrome, Opera and Safari mobile browsers, offers a lightweight Web interface for popular mobile devices, enabling users to search and retrieve documents, as well as approve documents and participate in workflow automation processes, while away from their desktop computers. • The Laserfiche Mobile iPhone app takes advantage of the iPhone's touch screen, gesture recognition and high resolution interface to provide users with an immersive experience. Features include: • Create and upload new content with the iPhone camera. • Automatically crop, straighten and enhance captured information, with full text recognition. • Copy, move, rename, download, e-mail, print or delete content. • Browse for documents in a folder structure or search the entire repository • Participate in workflow automation processes by accessing metadata fields. • Interaction with Laserfiche Forms • The Laserfiche Mobile iPad app gives employees the ability to securely view and update content from wherever they are. Features include: • Provides secure access to documents and metadata • Enables users to create and upload new documents • Participate in Workflows on the go • Interaction with Laserfiche Forms • Laserfiche Mobile for Android allows you to : • Search across all documents in a repository • Pan, zoom, rotate, and easily access metadata while working with a document in the Document Viewer • Quickly create and upload new documents from your device's camera, images in your device's gallery, and files stored on your device • Full support for Laserfiche Business Processes, including starting business processes and viewing their details • Use personal libraries to create task lists or group related entries to make working with them faster and easier • Add, edit, and view entry metadata • Copy document text for use in other apps • Process, clean up, and compress captured documents for easier viewing • Capture the geographic coordinates of an image to allow linking documents to their mapped location • View and export PDFs and other electronic documents • E-mail document or folder links to colleagues • Manage documents using copy, move, rename, print, and delete • A variety of security options keep documents secure in Laserfiche and on your device • Widget lets you quickly upload new documents and images • Interaction with Laserfiche Forms 181 SOGI'NVARE 1)I:SCRIP'I'IONS o Laserfiche Sharepoint Integration: The Laserfiche and SharePoint Integration (LfSPI) is built on the power of Laserfiche Web Access (Therefore Web Access is required for the Laserfiche Sharepoint Integration), a Section 508 -compliant thin client that reduces installation, support and maintenance requirements. • Laserfiche Plus'"' Laserfiche Plus allows the information stored in a Laserfiche repository to be portable. Laserfiche documents published by Laserfiche Plus can be viewed by anybody, regardless of whether they have Laserfiche installed. If these portable Laserfiche documents are sent to a company or site that already has Laserfiche installed, then that organization can also choose to attach those documents to their repository. This software prepares a copy of the Laserfiche files (images, text, electronic files, annotations, templates and field data) for burning directly to your removable media or to a temporary directory. Choosing to publish to a temporary directory allows you to write it to your removable media at your convenience. • Laserfiche E -Mail Plug-inTM allows instant electronic document distribution via standard MAPI- compliant e-mail applications. This feature is automatically included in every Full User and Retrieval User license purchase. Workflow Process Automation, Collaboration, and Tracking • Laserfiche Workflow: Enables organizations to automate standard, collaborative business processes, such as approvals or routing based on conditions. The software transforms your static Laserfiche repository into a dynamic content management solution that ensures your business processes are performed consistently and efficiently. Additionally, Workflow can be used for database integrations, and to improve consistency with how records are filed in Laserfiche. • Laserfiche Digital Signatures: Laserfiche allows users to sign briefcases when exporting as well as documents stored in Laserfiche. These are two separate applications of digital signatures. Signing a briefcase file embeds the signature in the file along with the certificate associated with the signing key. The full certificate chain is embedded. This allows users to prove who created the briefcase and that the briefcase was not tampered with. Digitally signed briefcases may, but do not necessarily contain digitally signed documents. Digital signatures can be applied to documents stored in Laserfiche. The digital signatures are stored as metadata and are preserved when exporting a document in a volume or briefcase (whether or not the briefcase was itself signed). - Users can digitally sign a document in the Laserfiche Client or Web Access to indicate their approval. Documents can also be countersigned by another user, which indicates approval of the document and the existing signature. Multiple signatures and countersignatures can be applied to a single document. - Digital signatures are validated with signing certificates on the server and the repository, which verifies that a signature on a document is trustworthy. A signature becomes invalid if the certificate is expired or if a document has been modified since the signature was applied. Signature certificates are managed through the Laserfiche Administration Console or Web Administration Console. As a pre -requisite, the organization must have Digital Certificates set- up on the network, prior to implementing Laserfiche Digital Signatures. • Laserfiche Audit Trail Modules: Three levels of audit reporting to address your specific regulatory compliance and security needs. 19 1 SOFTWARE DESCRIPTIONS • The Starter Edition tracks basic events that occur in the repository and that involve accessing, modifying or exporting data. Basic events include creating, editing, printing or deleting documents, creating annotations, and assigning metadata. • The Standard Edition builds on the Starter Edition by tracking additional security- and access - related events. This edition can also track unsuccessful attempts to perform an action, such as failed attempts to access or print documents. • The Advanced Edition meets the needs of organizations in the most highly regulated environments. It includes all the functionality of the other two editions, and also tracks many more events including password changes, the creation or modification of users and groups, and changes to repository -wide settings. It can also track all the searches users perform, require users to enter reasons for performing certain actions, and automatically add watermarks to printed documents. Electronic Forms • Laserfiche Forms allows organizations to create Web forms for collection and processing information electronically. • Laserfiche Forms has flexible design options to meet your organization's needs. You can: Create custom forms from a library of field or selection elements. Apply preset or custom themes, including page logo, colors, buttons, fonts, and more. Configure form elements to dynamically be displayed or hidden depending on user inputs or to be populated with data from external data sources. Automate business processes for form data to follow, such as decision-making, emailing, or approvals. Create custom form layouts and dynamic behaviors with CSS and JavaScript. • Role -based security is included to allow and restrict access to necessary functions for form submitters, reviewers, approvers, form creators, and system administrators. • Reporting tools allow different views of details on submitted forms such as: User view of details about all submitted forms. - Approver "dashboard" of submissions awaiting approval. Administrator views of all submissions by form and approval status. • Forms can be used internally or externally (with the appropriate licensing). Publication options include login to forms system, public URL, secure URL, or embedded into a Web page. • Submitted data can be exported for further analysis or distribution. • Submitted forms can be utilized to initiate an email notification or start a workflow rule within Laserfiche. Laserfiche Integration Plug -Ins • LF Integrator's Toolkit: Provides the tools & documentation necessary for customizing Laserfiche, and integrating Laserfiche with other applications. • Third Party Integration Plug -Ins: Datallow Affinity Integration — Datallow Affinity brings the power of Laserfiche document management to the applications you use most. Document searches can be reduced to a single click of a button. New documents can be added to your Laserfiche repository without manually entering template field values, file names, or folder locations. Laserfiche Connector truly makes Laserfiche feel like part of your business software. - Laserfiche Connector Integration — Laserfiche Connector provides a streamlined experience for integrating Laserfiche with line of business applications such as CRM and ERP systems. 20 SOVI WARE DH:SCRIP!IONS Laserfiche Connector integrates easily through user -defined hotkeys and embedded icons. Laserfiche Connector allows: o Searching the Laserfiche repository based on fields from third -party applications such as CRM and ERP systems. Both basic and advanced searching is supported. If only one result is found, the document will automatically open in the Laserfiche Client, Laserfiche Web Access or Laserfiche WebLink. o Launching Laserfiche Scanning and automatically populating metadata for the scanned documents with information from a third -party application. o Connecting two applications by allowing one of them to start the other (including the ability to pass parameters between them). o Choosing whether any of the above actions are activated from a keyboard shortcut, a button embedded in the application's title bar, or both. RatchetX Integration — RatchetX is a configurable and robust middleware integration tool for Laserfiche. With a single click of a button, new documents can be added to Laserfiche from another application, and users can search Laserfiche directly from the applications they use most. RatchetX is unique in regards to the robust toolset it provides for accessing data from other applications (even the toughest proprietary systems), for use configuring the most common ECM integrations: Indexing, importing/scanning, and executing search queries. In addition, RatchetX provides the capability to create custom integration activities, such as populating a record in another system from the data extracted during the intake process in Laserfiche, or looking up a record in another system from the Laserfiche interface itself (Bi-directional Integration). LF Integrator GP — LF Integrator empowers Great Plains users to scan, search and link supporting documents in Laserfiche document management applications directly from the Great Plains menu bar. Link the document and workflow management power of Laserfiche with your current Great Plains implementation. LF Integrator AutoCAD — LF Integrator for AutoCAD allows you to store AutoCAD drawing files or associated documents in Laserfiche, including embedded cross reference files, directly from the AutoCAD menu. Launch Laserfiche scan or search modules using the drawing file for template or search criteria, or create a Laserfiche document template using the fields from any AutoCAD drawing title block with a single click. GeoDocs: GeoDocsTM is a web -based software that seamlessly integrates ESRI ArcIMS (soon to be ArcGIS Server) and Laserfiche. Utilizing robust search capabilities, users of GeoDocs can access digital documents stored in a Laserfiche repository from within the web -based GIS program and vice versa, access spatial information stored in a GIS from within the Laserfiche web client. ImageSign for Laserfiche — ImageSign for Laserfiche allows you to digitally sign documents inside of Laserfiche securely. There are also options for utilizing external signature pads to allow customers & external users to electronically sign documents. *Created & supported by MCCi only. LT Systems Laserfiche Integration — LT Systems Laserfiche Integration allows users of the LT Systems Court solutions to archive court related documents into Laserfiche. Users can launch Laserfiche scan or searching windows from LT Systems and bring data and documents directly into Laserfiche while capturing metadata in LT Systems. *Created & supported by MCCi only. 21I T E;C'N\IC,11, SUPPORC When you become a client of MCCi, you gain much more than just a new product. You gain a relationship between our staff and your organization to make your product implementation successful and the usage of your product an enjoyable experience. In order to make this possible, MCCi offers both Proactive and Technical Support. PROACTIVE SUPPORT MCCi assigns each account with a Regional Account Executive and an internal Account Manager Team. You will have already worked with your Account Executive in the pre -project phase and they will continue to support you. Your Account Executive will provide a local presence and contact information should local meetings be necessary. The Account Executive also assists in pre implementation processes. Your Account Manager will assist in managing ongoing support through the life of the product. MCCi believes in a proactive support methodology and it is the Account Managers' role to insure this ongoing communication with clients. Your Account Manager will be in touch throughout the year to discuss optimal system usage and ensure client satisfaction. Items discussed may include, but are not limited to: • Identify any needs that could easily be addressed with the current system. • Provide resource for question and answer, best practices, how other customers are using the system with use of documented case studies, Listservs, support center, etc. • Provide continued education for existing and new users within the organization through the use of webinars, seminars, workshops, users group, and more. • Annual review of current system configuration • Dedicated sales support staff for pricing inquiries and budgetary information • Annual support renewal notification to ensure your renewal process is timely and accurate Educational Resource Definitions • Case Studies — MCCi works with our clients to put together narrative accounts of specific usages of MCCi solutions in their organization. Specific departments, document types, integrations, etc. are noted to allow other users to learn from the information. • MCCi Listsery — MCCi has created a Listsery for specific types of system customers. A Listsery is a creative use of e-mail, which provides a means for End Users to share information on a common interest. Members are able to communicate with peers thru a single e-mail. Uses of the Listsery may include fielding requests about system usage, as well as best practices. • Support Center—This resource is a compilation of white papers, best practices, and information for system users all in one location. Through the support center, users can also submit and check the status of their support tickets. • Webinars — MCCi conducts monthly webinars on different topics promoting more efficient system usage. User webinars are also offered on more specific topics related to products, concepts, departments, etc. regarding the usage of your system. These are done through the web and are a convenient way of staying informed on the newest technologies available. • Seminars — MCCi conducts seminars on different topics to help educate new and existing end users throughout the year. They are usually located at a host site of an existing customer. These can also be offered at current client's locations to invite departments to learn more regarding their current system. • User Groups — MCCi offers annual user groups to keep end users trained on the newest versions and products. These are geared to both users and administrators of the system. TECHNICAL SUPPORT TECHNICAL SUPPORT The Laserfiche Software Assurance Plan (LSAP) helps preserve your investment and extend the benefits of your original purchase by providing you access to the assistance needed to ensure that you maximize system uptime. You have access to a toll free line to call for technical support or submit tickets online through our support center. When you subscribe to the LSAP you receive the following benefits: • 100% upgrade credit for your existing software (in the event of an upgrade) • Free software updates for your current system • 24-hour FTP and website access which includes the MCCi Online Support Center • Technical bulletins and newsletters TRAINING CENTER MCCi's Training Center provides an easy, cost-effective way to provide Laserfiche training to all users in your organization. An annual subscription allows access to our online course offering of over 200 training videos. The Training Center is home to video categories such as Laserfiche Administration, Laserfiche Client, Workflow, and Tips & Tricks. All videos use instructor descriptions from Laserfiche Certified Professionals. The Training Center provides the following benefits: • 24/7 access to on -demand Laserfiche training videos and other resources • Reduction in training expenses • Caters to all skill levels from Basic Users to Advanced System Administrators • Unlimited access for your entire organization • User determined schedule and pacing • Reduction in internal support • Increased efficiency through improved internal usage/adoption • Instant/budgeted training available in the case of employee turnover • Enhance your organization's internal Laserfiche training program • Increased user productivity TI`:C`IINICAL SUPPORT PROFESSIONAL SERVICES ANNUAL PACKAGES MCCi Managed Services or MCCi Laserfiche Administration Services are strongly encouraged to be included with every support renewal. MANAGED SERVICES MCCi's Managed Services package provides ongoing additional training and assistance to a client's Laserfiche administrator and users. Pricing is based on MCCi's Systems Engineer hourly rate discounted by 10% through purchasing an advanced block of services per year based on the products purchased. MCCi Managed Services is an annual package and will expire on the same date as your SAP plan. Managed Services can be used for the following professional services/benefits: • Additional Training — additional training, via web conferencing, can be conducted to train new users on the use of the system or as refresher training for existing users. • Additional System Set Up Consultation — MCCi offers additional consultation that includes recommendations on best practices for adding additional departments, additional types of document etc. to your current system. • Remote Implementation of Software Updates — While the standard SAP plan covers free updates for software, implementation of those updates is sometimes overlooked. With the addition of our Managed Services, MCCi is at your service to directly assist in implementing software updates such as minor updates, quick fixes or point releases. Dependent on complexity and client specific configurations, major software upgrades may or may not be covered and should be discussed with your Account Management Team. • Annual System Review & Analysis — Upon request, MCCi will access your system to review and analyze how your organization is using the system, identify discovered potential problem areas and make recommendations for better use of the system. This analysis is designed to be implemented 6 months after the initial Software installation, and should be performed annually after that date. This is an optional service that will be completed only if requested by the Client. • Remote Access Support — Remote Access Support allows our helpdesk staff to access your machines remotely to resolve problems faster. The use of Remote Access Support saves you both time and money by reducing the delays in resolving software issues without costly onsite visits. • Laserfiche Certifications — First priority offering of complimentary Laserfiche certifications on an as available basis. • Laserfiche Conference Registration — First priority offering of complimentary Laserfiche Annual Conference registration on an as available basis. *Please see our Workflow Configuration Training section for information on Workflow Managed Services. MCCi does provide continued technical support for all MCCi applications. Technical support is provided via email or telephone during normal business hours of 8:00 a.m. to 5:00 p.m. local time in the Continental U.S. Clients can designate several individuals who are to be the technical support contacts. Those individuals may contact MCCi at any time for technical support. There is no limit on the number of technical support calls that can be made. Adjustments in annual support rates may be made to coincide with current U.S. inflation rates. TECHNICAL SIPPORr LASERFICHE ADMINISTRATION SERVICES MCCi's Laserfiche Administration Services package is for clients who need a Laserfiche administrator, or additional Laserfiche administration/implementation services. Pricing is based on MCCi's Project Manager hourly rate discounted by 10% through purchasing an advanced block of services per year, based on the products purchased. MCCi's Laserfiche Administration Services is an annual package and will expire on the same date as your SAP plan. MCCi Responsibilities • Provide all that is included with MCCi Managed Services Package • Provide a dedicated Laserfiche certified professional • Laserfiche Administration services • Configuration of basic Laserfiche filing workflows • Configurations of Laserfiche Forms using off the shelf features Client Responsibilities • Configuration of backups • Configuration of any general network, security, or operating system settings outside of Laserfiche • Providing an IT contact (internal or 3rd party) for MCCi to work with as necessary • Providing remote access capabilities as needed. Client also agrees to be present and monitor MCCi technical resources during any configuration changes. If the client requests MCCi to have unattended access, the client assumes all responsibility for the related remote access session(s) *For complex Forms, Workflow, and Transparent Records Management configurations, please discuss a Business Process Configuration Service with your Account Executive HARM% ARE RE QC!REM tf;N'IS MCCi will provide necessary consultation upon request, 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 as recommended by MCCi, and should be considered independently rather than collectively. Additionally, overhead for virtualization has not been factored in to these requirements. MCCi does not recommend any version of Windows that is approaching or is beyond the "End of Extended Support Date" specified by Microsoft. Scanning Station PC OS Windows 8 (32 or 64), Windows 7 (32 or 64), Windows Vista CPU 2.8 GHz processor or faster Memory 2 GB RAM or more Communications TCP/IP Web browser Internet Explorer 6.0 or higher Client OS Windows 8 (32 or 64), Windows 7 (32 or 64), Windows Vista CPU 1 GHz Processor or better, Performing OCR: Dual Core 2.8 GHz or faster processor Memory 1 GB RAM or more, Performing OCR: 2 GB RAM Communications TCP/IP Web browser Internet Explorer 6.0 or higher Batch Processing Quick Fields Machine OS Windows 8 (32 or 64), Windows 7 (32 or 64), Windows Vista, Windows XP Professional (Service Pack 3 or later) CPU 2.8 GHz Processor or better, Performing OCR: Dual Core 2.8 GHz or faster processor Memory 4 GB RAM or more Communications TCP/IP High Volume Recommendation Windows 7 x64 with 8 GB RAM, Intel Core 2 Duo Processors 3.33GHz Laserfiche Application Server OS Windows Server 2012 R2, Windows Server 2012, Windows 2008 R2, Server 2008 (Service Pack 2 or Higher) CPU Quad -Core Processor, 2.5 GHz Processor or better Memory 4 - 8 GB RAM Communications TCP/IP iL\Rt w RE l!2EQt;IiU MF;M1"I S Image/File Server Storage Typical usage factoring is 18,000 black/white standard size images per GB. Clients typically use a Network Attached Storage (NAS), Storage Area Network (SAN), or a Local Storage Device. Database Monagement System Avante SQL or Rio SQL SQL Server 2012, SQL Server 2008 R2 Standard, Microsoft SQL Server 2005 (Service Pack 3 or later), Oracle 9i Release 2 (9.2.0.8+), Oracle 10g (10.2.0.4+), Oracle 11g (11.1.0.6+). For MSSQL, MCCi recommends storing the MDF and LDF on different drives. Growth of MDF to 10% — 15% and Log to 5% to 10% of cumulative Laserfiche Volume size is anticipated. Avante SQL Express Microsoft SQL Server 2008 Express Edition Memory *Note: Oracle or Microsoft SQL Server must be purchased separately. You must additionally purchase enough licensing for your DBMS to support your Laserfiche installation. ]ow Server OS Windows Server 2012 R2, Windows Server 2012, Windows 2008 R2, Server 2008, (Service Pack 2 or Higher) CPU 4 Core Processor, 2 GHz Processor or better Memory 4 GB RAM Communications TCP/IP O5 Windows Server 2012 R2, Windows Server 2012, Windows 2008 R2, Server 2008 (Service Pack 2 or Higher) CPU Dual Core Processor, 2 GHz Processor or better Memory 2 — 4 GB RAM Communications TCP/IP Local Storage C:\ Drive with 40GB or greater available Required if Installing "Web Access" or Public Portal- Weblink" OS Windows Server 2012 with 115 8, Windows Server 2008 R2 with IIS 7 CPU Dual Core 2.8 GHz or faster processor Memory 2 GB RAM or more Viewer Web Browser (minimum versions): Laserfiche Web products operate most efficiently when using Internet Explorer 9. Other supported browsers are Firefox, Safari and Chrome FIARDWARL" RFQti1RF11F:' FS Note Clients are responsible for any additional security protocol setup/associated fees that are required to provide internal/external web access. An example would be setting up "Kerberos" for thin client active directory authentication, or setting up VPN access to allow Laserfiche's iPad/iPhone applications to connect through the Web Access server. Laserfiche Public Portal — Weblink Per Processor (Unlimited) licensing specifics: The Public Portal License allows unlimited connections per processor, however a large number of connections may affect the Laserfiche application server performance (one processor can handle roughly 100 to 150 concurrent retrieval connections). The client must have one Public Portal License for each Laserfiche application server they desire to connect to, and the Public Portal license must be licensed by the appropriate number of processors, which is required to match or exceed the CPUs/processors on the Laserfiche application server that the Public Portal will connect to. For example, the client must have a dual -processor or multiprocessor Public Portal license in order to connect to a Laserfiche Application Server that has two or more processors. Public Portal View Only Licenses may only be used with WebLink; they are not available for other applications. OCR Scheduler for Laserfiche OS Windows Operation Systems: 32 & 64 bit Requirements Laserfiche Version 8 Server (runs as a service), Laserfiche Version 8 Client. Recommendation 1 dedicated LF Named User license Scanners Must use ISIS drivers to be compatible with Laserfiche ScanConnect software. Scanner compatibility should be confirmed by referencing the most up to date Laserfiche published supported scanner list at: http://laserfiche.com/static/Resources/scanlist.html. Laserfiche Forms Laserfiche Server Version 8.3.2 or higher, Avante or Rio licensing model Web Server Windows Server 2008 or Windows 7 with 115 7 or 7.5, Windows Server 2012 CPU 2.9 GHz or faster processor Memory 8 GB RAM or more Database Server Microsoft SQL Server 2008, 2008 R2, and 2012, and 2012 R2 Client Laserfiche Forms can be viewed in Chrome, Firefox 3.5 and higher, Internet Explorer 7 and higher, Opera, and Safari (Mac only). It also support mobile browsing from iPad 2 and higher. For best results we recommend using Internet Explorer 9 or higher, Firefox 12 or higher, or Chrome 6 or higher Note Internet Explorer 7 users should install Microsoft security update 947864 (MS08-024) 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: April 9, 2015 By: (Signature) (Printed Name & Title) Noted Items Accepted by: INDIAN RIVER COUNTY, FL Date: May 12, 2015 By: (Signature) Jeffrey R. Smith, Clerk of Circuit Court & Comptroller (Printed Name & Title) The terms of this agreement shall remain in force and effect fora period of ninety (90) days from the date appearing below, unless accepted by the C lent, Submitted by: MCCi, a Limited Liability Company Date: April 9, 7 )15 By: (Signature) Donny. a: s a, :' es cieJ (Printed Name & Title) Noted Items Accepted by: INDIAN RIVER COUNTY, FL Jate: May 12, 2015 I. 5y: (Signature) Jeffrey R. 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