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Home My WebLink AboutALPHA NUMBERIC SOLUTIONS - CONTRACT - RFP - P734 ELECTRONIC DOCUMENT MANAGEMENT SYSTEMSPROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and ALPHA NUMERIC SOLUTIONS, hereinafter referred to as "Professional". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1.0 Scope of Services The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of twenty-seven (27) pages, and incorporated herein by this reference. 2.0 The Work Schedule The services to be performed pursuant to this Agreement shall be performed in accordance with Exhibit A, Appendix D: Implementation Schedule and Cost attached hereto. 3.0 Early Termination by City Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: If Professional: Alpha Numeric Solutions 3759 W. 2340 S., Unit G Salt Lake City, Utah 84120 (801) 977-8608 If City: City of Fort Collins City Clerk's Office PO Box 580 Fort Collins, CO 80522 With Copy to: City of Fort Collins Purchasing PO Box 580 Fort Collins, CO 80522 In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 4.0 Design, Project, Indemnity and Insurance Responsibility The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the PSA 05/01 Proliant Model ML570, or equivalent furnished by the City. The servers will be running with Windows 2000 Windows NT Server. ANS will furnish new scanners as well as upgrade existing scanners within the city. • The data base server will be an integrated server within the application server that will use the existing processors available to control the management of Oracle Database. • The City will experience no disruption in service during system installation. • Oracle Server database will be used for the document management system database. The database will be managed by City personnel. • All the Server and client PC hardware for the new server system will be provided by the City. • ANS recommends that the City consider implementation of redundant servers for the organizations servers in the future. PSA 05/01 10 Business Processes The City of Fort Collins Engineering Department has already purchased and implemented an EDMS software system for engineering drawings (24x36 or larger) and standard size documents (8.5x11, 8.5x14, 11x17) for document management, imaging, and workflow, in a single system. The system has a single common interface and a single logical repository that makes retrieval of the documents by users easy. The system has the functionality for centralized administration for managing the entire system, to include Clerks' Office, H.R. Department, City Attorney's Office, and several associated Utility Departments such as Water/Waste Water, GIS and others. Initially at least, the Engineering Department and IT Department will host and administer separate systems but the data on these systems will be linked and made available to all departments based on business need. The system has the flexibility to be changed or modified to meet a broad range of user and organizational requirements, such as using Windows NT to establish security levels for users. The architecture for the system is a 32-bit, an open architecture, has a common back -end, and have the ability to be scalable to meet the needs of current and future users. The database will be Oracle. The system will also allow for Web capabilities (Internet, Intranet). The Clerk's Office and CPES Department is interested in converting existing documents into a digital format by scanning, indexing, verifying and recording once and being able to access the documents many times. An example of the documents in the City Clerk's Office includes, but is not limited to such records as: Ordinances, Resolutions, Minutes, Agendas, Election Records, Deeds and Easements, Water rights documentation, Leases, Liens and Promissory Notes, Subdivision and Annexation Files, Contracts and Agreements, Bankruptcy, Council Communications, Notice of Public Meetings, Bond Documents, Audit Reports, City Charter Booklet, Budget Book, New Liquor Application, Special Events Permits, Maps, and Photos. Examples of other documents from other departments are very similar with the addition of large- scale maps and plats. The system and hardware will have the ability to convert without damaging documents of the very earliest of records that the City has from the early 1900's. The City Clerk will be scanning approximately 20,000 documents annually. City Attorney's Office has a great need for EDMS. Legal case histories, contracts, agreements documents are filed in file cabinets and boxes. These documents may be converted into electronic documents, eliminating many hard copy paper documents. The electronic documents may be searched by FTR (Fill Text Retrieval) technology, may be stored on a laptop for use within the court, or at home. Documents may be scanned, OCR (Optical Character Recognition) performed and may be converted into an editable text file, making a change or retyping of the documents will be unnecessary. Human Resource Department also has a great need for EDMS. Resumes, Reviews, Education, special training and pay documents creates hundreds of pages per employee. Retrieving these documents may take hours or even days when the documents are misfiled or in someone's desk, being worked on. Special security levels must be created in order to maintain privacy of some electronic records. The need for maintaining current up to date information is crucial to both the City and to the employee. Electronic document management is a viable solution to automate business processes of H.R. PSA 05/01 11 Capture SIRE Capture, Scanning software, is utilized to scan the documents into SIRE Solution Suite Electronic Document Management Systems. SIRE capture is built on the Kofax image controls and can be used with a wide range of scanners. Once the documents have been scanned they will be checked for quality. If a document needs to be inserted or rescanned it can be done when being checked for quality. The scanning will be of forms of many types such as; Engineering drawings, associated engineering documentation; Business size documents for all departments within the city, colored photos, video, voice, as well as e-mail and faxes. SIRE Capture provides the capability to add additional document types in the future. SIRE Capture provides the user the ability to index the documents and then submit them for placement in the document management system. After the documents have been submitted into SIRE Solution Suite if an index or entry needs to be changed this will be made from within the SIRE system GUI. The scanning will take place in a centralized location in the different Departments. Generally one scan station per department are available to be utilized. Application To Be Determined during the implementation of phase II. Integration PSA 05/01 12 Architectural Design Configuration Hardware _ Software _ Scanners/Stations . _ 2 Fujitsu M4097 Scanners • SIRE Capture Scanning Kofax Adrenaline Card Software SIRE Solution Suite . Compaq Proliant MI-570, • MSMQ (1.0) Application Server Xeon P-III Processor (or . Windows NT (2000) Queue Server equivalent) with a total of . SIRE Solution Suite Server Community 4 processors installed 12.6 Manager . 1 GB RAM . MTS 2.0 SP 1 Database Server . 100 GB RAID 8 Hard . MDAC (GA 2.1 SP 2) Drive available (or . IE (4.01 SP 1) equivalent storage . Oracle Database solution) . HSM, Optical JB Management Future: Additional 291 GB System Optical JukSIRE ox storage JukSIRE ox . Hewlett Packard 300 mx • Q-Star HSM 32 slot manager (2 Drive) 32 slot, 9.1 GB Drives File Server Novell Server — Windows • Community Manager NT Batch Capture . Windows 2000 • Windows 2000 Workstation Scan Station Workstation . SIRE Capture Client 64 MB RAM • 600 MHz Processor Environmental Statistics Usage . 20 Concurrent users • 10 % of users are creators Scanning . 3 centralized scan stations • Approximately 4,500 pages processed per month 2 Person performs QA 3 Person prepares paperwork (need more definite definition) Sites . Primary Site located at Fort Collins, Colorado, 3 Sites • Processing site for storage and application servers in Fort Collins. PSA 05/01 13 System Configuration Novell or NT Server IOOMB Windows NT Community Manager Ethernet Alvls EB Apflkation Server }'- ) P Jukebox o00mx) Database Server, Oracle SIRECapture Scan Station Windows 98 Scanner SIRE Capture Desktop End User City LT. Department (20)Windows 98 Scan Station iiiiiin Network Windows99 SB m CaAre PSA 05/01 14 System Integration Application Integration SIRE Capture SIRE Batch Capture Subclass to SIRE Document Class mapping. SIRE Document SIRE Capture DATA Attribute Subclass SIRE Parent Class Subclass field Class osition To be defined during installation PSA 05/01 15 DATA SECURITY Access A comprehensive system of permissions control access to any Control component of SIRE Solution Suite, from entering the Enterprise Workplace to editing a specific object. These permissions enable the administrator to establish and customize the required level of security and control. In SIRE Capture, permissions are assigned to groups rather than to individual users. A group, then, is simply an organizational entity containing one or more users who share a set of permissions. The sections below detail the types of permissions that must be set up in SIRE Solution Suite. These permissions are very granular, affording our customers detailed control over access to their documents. Permission The following permission object types can be allocated: Types • Document Attribute Permissions • Document Permissions • Layer Permissions • Media Permissions • Search Permissions • System Permissions The functions available to each user are allocated to users through their memberships in user groups. Groups of users can be assigned some or all of the permissions contained for each permission set. Document This permission set includes field attributes. Attribute names are Attribute either field attributes that define information contained in a document Permissions or non -field attributes that define which operations may be applied to the document or to a class in general: With this You can: permission... Edit Attribute Edit the value of the named attribute Search on Attribute Use the named attribute in a search. View an Attribute View the value of a named attribute in the Enterprise Navigator or Search tab. PSA 06/01 16 Document Document permissions allow users to manipulate documents and Permissions document objects. Two permission attributes are associated with this group: Document Class and Document Status (i.e. Checked Out, Current, Historic, and Under Revision) With this You can: permission... Access Revision History Access the revision control history tree for documents of the named class. Document permissions such as View will then determine what you can do with the objects in this tree. Add Add a document to the database using the named class. Allow as Folder Change an existing document to a folder for the named class. Controls whether or not a document of a specific class can become a folder, by allowing whether additional documents can be added to it. Cancel Check Out Cancel check out of a work pack containing a document of the named class from your own Work Packs or from another user who has Work Packs containing documents from that class. Check In Check in a Work Pack containing a document of the named class from your own Work Packs or from another user who has Work Packs containing documents from that class. Check Out Check out a document of the named class to yourself or to another user who has Check Out permission for that class. Copy Copy an object from a document. Cut Select an object for a subsequent paste operation. Delete Delete an object from the database. Edit Revise a document object. Edit Attributes Edit the attributes of a document. Launch Launch the application in which the document was created (e.g., Microsoft Excel). Paste Paste a copied object into another document. Rename Give an object a different name. View View a document object. PSA 05/01 17 There is no immediate plan to use the Revision Management feature of the SIRE system; therefore those permissions will be turned off for all user groups. This capability may be implemented by System Administrator. Layer Layer permissions relate to the Edit, View, and Annotate menus and Permissions toolbar items available as you view an object. SIRE Solution Suite checks these permissions before launching the viewer. Two attributes are associated with this permission set. Layer ID (the source layer) and Layer Status (approved / not approved) With this You can: permission... Manage All Annotations Modify all annotations within a layer. Manage Own Modify own annotations within a layer. Annotations Print Print this layer. View Annotations View a named layer with a given layer status. The city is not immediately planning to use the annotation features of SIRE; therefore, these permissions will not be allocated to any of the user groups. These permissions may be implemented by System Administrator. Media Media permissions relate to the Edit menu and toolbar items Permissions available for viewing an object. SIRE Solution Suite checks the Media permissions before launching the viewer. Two permission attributes are associated with Media Permissions: Document Class and Document Status. With this You can: permission... Add Add objects to a document for a specific class. Prevents adding objects to folders. Annotate Annotate subject to the permissions given for layers. Without this permission, you cannot view or create annotations. Edit Change the object content (used in Revision Control). Includes all raster menu items (De -skew, De -speckle, Rotate, Trim, Erase). Manage Private Layers Create, modify, or delete a new layer on which only you can view, create, modify, or delete annotations. PSA 05/01 18 Manage Public Layers Create, modify, or delete a new layer on which anyone can view, create, modify, or delete annotations. Print Print object being viewed complete with annotation layers. Print with Annotations Print object being viewed only with permissible layers. Print with Choice Print object being viewed with choice of layers. QC (Raster) De -speckle, erase, and modify the raster content of media objects. As the City is not immediately planning to use the annotation features of SIRE , the Annotate, Manipulate Private/Public Layer, and Print layer permissions will not be allocated to any of the user groups. These functions may be implemented by System Administrator. Search Search Permissions relate to Community Searches, Recent, and Permissions Saved Searches. Only two permissions in this permission set have associated attributes: Search on Class requires a valid Class Name. Run Community Search and Edit Community Search require a Community Search Name. With this You can: permission... Manage Community Create, edit, and rename a community Search search. This permission also includes the ability to run any Community Search. Run Community Search Run the named Community Search. Search on Class Search on the named class. Managing Community Searches shall be given to the Administration group. This may be changed later should the City wish to distribute certain administrative tasks to a specific group of users. All personnel defined to the system will be given the rights to Run Community searches. The results of the community search may vary depending upon the document class permissions granted to each user. System System permissions relate to the commands with regard to Permissions administering and configuring the system. With this You can: permission... PSA 05/01 19 City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits. 5.0 Compensation In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of Ninety Four Thousand, Two Hundred Seventy-eight Dollars ($94,278) plus reimbursable direct costs. All such fees and costs shall not exceed Ninety Nine Thousand, Seven Hundred Twenty-eight ($99,728). Of that total, $71,869 will be spent for software, hardware, services, and expenses using funds available in 2001. $27,859 will be spent, on or after January 1, 2002, in Phase IV for a web module and maintenance agreements, subject to City Council approval of the 2002 annual budget. Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's actual reimbursable expenses. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 6.0 City Representative The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 7.0 Monthly Report Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 8.0 Independent Contractor The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 9.0 Personal Services It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. PSA 05/01 2 Assign Group Assign users to a group. Membership Assign Permissions Grant permissions to a group. Change Any Password Change any user's SIRE password. Change Own Password Change your SIRE password. Configure Document Configure the properties of the attributes Classes of a named base class and derive/delete child classes. Create Group Create a new group. Create/Modify Base Create a new base class table or modify Class Table an existing one by adding/deleting Feld attributes. Create User Account Create an account for a new SIRE user. Delete Group Delete an existing group. Delete User Account Delete the account of an SIRE user. Revoke Group Remove users from a group. Membership Revoke Permissions Remove permissions from a group. Update User Account Update the account details of an SIRE user. The Administration group will initially be given permission to create, change, and delete groups and users. All other groups will only be given the permission Change Own Password. City of Fort Collins may wish to later distribute responsibility for adding and updating user accounts. This may be given to managerial -level personnel, or some designated group of users. System Administrator, Amy Clark will administer and implement any permissions within the city organization. PSA 05/01 20 Data Definition and Design Base Class Definitions A Base Class is a database structure that contains attributes available for the document class. Base Class Field Name Field Type Size Document Classes A document class is an organizational structure for documents that share a collection of available attributes. Each document class is defined by the attributes selected for it. The System Administrator configures the Document Classes using the attributes available in the Base Class Table. PSA 05/01 21 Data Data The Clerk's Office : Ordinances, Resolutions, Minutes, Agendas, Election Overview Records, Deeds and Easements, Water rights documentation, Leases, Liens and Promissory Notes, Subdivision and Annexation Files, Contracts and Agreements, Bankruptcies, Council Communications, Notice of Public Meetings, Bond Documents, Audit Reports, City Charter Booklet, Budget Book, New Liquor Application, Special Events Permits, Maps, and Photos. Examples of other documents from other departments are very similar with the addition of large-scale maps and plats. Data from Building and Zoning. Human Resources Department: Resumes, Job Reviews, Education, Special Training Courses, Experience, Reprimands, Firings, Awards, and many other personnel documents. PSA 05/01 22 Appendix A — Roles and Responsibilities Project Manager (Dave Reeder, ANS) - Responsible and accountable for the project plan - it's overall creation, obtaining approvals, tracking and updating. The Project Manager is focused full time on the success of the project and is catalyst to resolve project problems and conflicts. He ensures that acceptable project management practices are defined and followed. The project manager will communicate project status upward and to the client and ensures that the client appropriately participates in the product development process. System Administrator (Amy L. Clark, new I.T. EDMS lead, City) — Responsible for creating and populating system tables, user logons, etc. Will also assist with user training. Note: Amy L. Clark will be a lead for EDMS within the city. Amy will answer to Doug Finnman and will be a resource for all departments within the city. A City project team will be designated to work with Amy and ANS to implement the project. Amy Clark will be the City's Project Manager for this agreement. ♦ The Project Manager must accept each phase of the project and provide final acceptance of the entire project before payments for each particular phase or final payment for an entire project shall be made. "Acceptance" shall mean approval, in writing, of the completed installation and implementation of a project phase or of an entire project, after allowing what the Project Manager deems to be sufficient operating time in a production environment to allow the Project Manager to determine that such installation and implementation complies with the Scope of Work and/or any Specifications relevant to the project. Product Analyst (Kris Painter, ANS) — Is responsible for the technical solution to the City's problems - the "what" and the "how". He provides the primary role in ensuring definition/design consistency, completeness and appropriateness. Is focused full time on the success of the technical aspects of the product. The Product Analyst works closely with the System Administrator and Project Manager to ensure most appropriate technical solution is used. He is the catalyst to resolve or facilitate the resolution of technical -related product problems and conflicts and ensures that acceptable technical processes and methodologies are defined and followed. • Team Member(s) (Kris Painter & Dustin Butler, ANS) — Responsible for the accurate and timely Server conversion. Accepts full responsibility and accountability for assigned tasks. PSA 05/01 23 Appendix B — Abbreviations and Definitions Abbreviations CM CO COLD DBMS SIRE EERS EDI EDMS FLS GUI LAN PO POR PR CIA QC RDBMS RFQ SQL TCP/IP WAN Configuration Management Change Order Computer Output to Laser Disc Database Management System Altris product name for the Electronic Document Management System Employee Expense Report System Electronic Data Interchange Electronic Document Management System Federal Liaison Services Graphical User Interface Local Area Network Purchase Order Purchase Order Request Purchase Requisition Quality Assurance Quality Control Relational Database Management System Request for Quotation Structured Query Language Transmission Control Protocol/Internet Protocol Wide Area Network Definitions Microsoft Windows 2000 Advanced Server and Server operating systems enable organizations to deploy business — critical — e commerce and line -of -business applications on industry standard PC hardware. The presentation tier is what the user sees. SIRE Solution Suite includes an easy -to -use interface that is immediately accessible to anyone familiar with Windows applications. If remote users need Internet or Intranet access, the functions of SIRE software viewer are presented through the user's browser. So, remote users require no additional training, and all documents are available to authorized remote users. The interface can be tailored to specific customer needs, including adding site -specific help resources such as online help files, training documents. or web sites. PSA 05/01 24 Microsoft Windows NT Server's built-in Web server, Internet Information Server 4.0 (IIS), makes it easy to share documents and information across a company intranet or the Internet. IIS is the fastest Web server for Windows NT Server, and it is completely integrated with Windows NT Directory Services. This combination of Web and operating system services makes it possible for the first time to deploy scalable and reliable Web -based applications. This new generation of networked business solutions brings legacy data and applications to the Web, and lets companies redefine internal and external business processes. The data tier includes the document database and index, macros, user profiles and document classes necessary to provide users with timely access to any document they are authorized to access. The Component Object Model (COM) is a software architecture that allows applications to be built from binary software components. COM is the underlying architecture that forms the foundation for higher -level software services, like those provided by OLE. OLE services span various aspects of commonly needed system functionality, including compound documents, custom controls, interapplication scripting, data transfer, and other software interactions. Three -tiered architectures are often called server -centric, because they uniquely enable application components to run on middle -tiered servers independent of both the presentation interface and database implementation. While there is no requirement that each unit runs on a different physical machine, to deliver maximum benefit, three -tiered systems must run with presentation components on desktop clients or browsers, application logic on middle -tiered servers, and data on dedicated database servers. Installation and Administration Support for Rolling Upgrades Administrators can easily take a server offline for maintenance, permitting "rolling upgrades" of system and applications software. There are two major advantages to a rolling upgrade. First, service outages are very short during the upgrade process. Second, you do not have to recreate your configuration. The configuration will remain intact during the upgrade process. Fewer Maintenance SIRE reboots Windows 2000 has been improved to reduce the number of service interruptions. Many configuration changes that required Windows NT 4.0 to be rebooted are no longer required with Windows 2000. The following configuration changes no longer require a SIRE oot: • Extending or mirroring NTFS volumes • Installing or removing various Plug and Play devices such as network interface cards, modems, disks and tape storage. • Adding or removing network protocols. • Changing IP settings, including default gateway, subnet mask, DNS server address or WINS server address. PSA 05/01 25 • Switching between static and DHCP IP address settings • Changing IPX frame type settings. • Changing the protocol -binding order. • Adding or removing network services such as SNMP, DDHCP, WINS, or RAS. • Enabling or disabling network adapters. Adding a new PageFile or increasing its initial or maximum size. • Changing performance optimization between applications and background services. • Installing Internet Information Server, SQL Server 7.0, Exchange 5.5, or Microsoft Transaction Services. PSA 05/01 26 Appendix C — Permission Matrix The matrix below defines the high level definitions of Security groups and the document class relationship. The referenced document is the detail security matrix for setting up each of these security groups in SIRE. The objective is to provide a foundation, it is recognized that security will change within SIRE as the projects progress. PSA 05/01 27 Appendix D — Implementation Schedule and Cost Project Timeline City of Fort Collins Payment: 30% of 2001 funds upon execution of agreement October 22"" — 23rd Kris Painter System Mapping Analysis Networking structure Analysis Oracle structure Analysis old Levy System structure for data conversion Meet with Departments October 29u'— 31" Hardware Installation, IT Department City Clerks Office — 21 inch Monitor Building & Zoning — PC, 21inch Monitor Phase I November 7`h — 81h Data Conversion Migrate Data from old system to new system November 13`h —IV' Severs and Databases Data Conversion Continues Install Software to server Build necessary Interfaces Database and Network Connections Payment: 20% of 2001 funds upon delivery and installation of hardware and software and data conversion Phase II November 19`h — 21" Department Deployment Hardware & Software IT Department Install new Scanner Load Sire Software and Scanning Software, 1 work station Test City Clerks Office Upgrade scanner Load Sire Software and Scanning Software, 1 work station PSA 05/01 28 Test Building and Zoning Upgrade Scanner Install New Scanner Load appropriate Sire Software, 6 work stations Load Scanner Software, 2 work station Test Payment: 20% of 2001 funds upon Project Manager's acceptance of system at the City Clerks Office and CPES Department Phase III November 26" Training Oracle and Network Administrators November 27t1 Training Docman Administrator November 28" — 29th Training Departments City Clerks Office Building and Zoning December 3'" —12'h User Acceptance December 12'h —13'" Advance Training Departments City Clerks Office Building and Zoning Payment: 20% of 2001 funds upon completion of user training and IT Staff system training January 71h Advance Training Docman Administrator Payment: 10% (remaining balance) of 2001 funds upon completion of Advance Training to Users and IT Staff and final acceptance of system by Project Manager March 41h — 6'h Web Implementation PSA 05/01 Phase IV 29 10.0 Acceptance Not Waiver The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 11.0 Default Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default. 12.0 Remedies In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non}defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 13.0 Binding Effect This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 14.0 Law/Severability The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. PSA 05/01 3 Costs: Changes in Scope and Cost must be approved in writing by the City's Project Manager. FINANCIAL INVESTMENT 50 User System — City of Fort Collins Quan Description Unit Price Extension Annual Maintena nce EDMS SERVER 1 Enterprise EDMS Server: Compaq Proliant ML Furnished 570 - 700 Mhz Pentium III Xeon Processor or by City equal. Upgradable to 4 processors. Windows NT Enterprise Edition Server. 512 MB RAM, 10/100 NIC. 8 each 18.2 GB Hot Plug, RAID Hard Disk Drives. 3200 Controller. 17" Colored Monitor. DLT Tape Drive 35/70, 1 pack 35/70 tapes. Computer Associates (Cheyenne) backup software. DATSIRE ASE SERVER 1 Existing Oracle 8x Database Server with client Furnished licenses by City NETWORK Novell — NT Network Furnished by City ARCHIVE STORAGE 1 Archive Storage Device: RAID 5 Hard Disk Furnished Array, 100 GB to start with expansion capabilities by City (or equivalent storage solution) Emulation Software: i.e. Reflections, Furnished Attachmate, etc for UNIX applications by City WORKSTATION PCs Existing PC Workstation: Pentium 500, 32 to 64 Furnished MB RAM, 1 to 9 GB Hard Disk Drives, Windows by City 95/98/NT/2000. Keyboard & Mouse SCANSTATION PC 1 Pentium III, 700 Mhz, 64 MB RAM, 9.1 Hard Disk Furnished Drive, Windows 95/98/NT/2000 by City 1 21" Colored Monitor, 1600x1200 dpi with 6 MB Furnished Video Card by City 2 Fujitsu M4097DE Scanner: 39 PPM, Duplex, $6,495.00 $12,990.00 One Year 100 Page automatic document feeder, flatbed Warranty platen. Includes Kofax EH-850 Compression Card with cable 2 Kofax EH 850 Card & Cable for CPES scanner $1,392.00 $2,784.00 One Year Warranty PSA 05/01 30 4 SIRE Solution Suite Capture Scanning $2,995.00 $11,980.00 $2,156.00 Software, Single User Client 1 SIRE Solution Suite Capture Index Software, $1,895.00 $1,895.00 $341.00 Single User Client EDMS SERVER, CLIENT SOFTWARE 20 Sire Solution Suite Server Software, to include: $550.00 $11,000.00 $1,980.00 Management of 20 concurrent licenses. Print Services, Compression, Storage & Retrieval of documents. These licenses may be used on LAN. 20 SIRE Solution Suite Client License; Concurrent $149.00 $2,980.00 $536.00 5 FTR (Free Text Retrieval) Server software, SQL $480.00 $2,400.00 $432.00 Server FTR, Caere OCR (Optical Character Recognition) Software, per client, 5 user minimum configuration 1 Web Center, Web Software for City Web $18,995.00 $18,995.00 $3,419.00 Server to deliver information to Intranet and Internet access. Site License (purchase Java version in 2002) Optional: WorkFlow, Rules based software, $350.00 Server Component (Quantity discount at 50 users) Optional: Ideal Context 36" FSS 8300 dsp $10,008.00 scanner Optional: Ideal Software for Large format $990.00 Scanner Optional: Batch Scan Software for large format $2,995.00 scanner Optional: Ideal Context stand for large format $495.00 scanner SERVICES: 24 On -site Consultation for system design & setup $112.50 $2,700.00 N/A hour 48 Installation & Integration; to inlcude: setup of $112.50 $5,400.00 N/A server, installing software, setup of index criteria for documents, network integration, storage setup 16 Testing, Loading & Scanning Documents $112.50 $1,800.00 N/A hour 24 Training, Administrator(s): 16 hours training $93.75 $2,250.00 N/A hour during installation, 8 hours training using documentation & support system 24 Training End Users: 6 ea 4 hour training $93.75 $2,250.00 N/A hour sessions. 6 to 8 users per session. Training facilities furnished by City Optional: Programming for integration into $112.50 hr. existing applications such as Sierra or ImageOne software Optional: Training Sessions: Available in one $750.00 day PSA 05/01 31 day sessions, plus travel expense. EXPENSES: 16 days Travel Perdiem for lodging, car, meals $200.00 $3,200.00 N/A 5 Airfare, Round Trip, Salt Lake City $450.00 $2,250.00 N/A Total Software 2001 $30,255.00 2002 $18,995.00 Total Hardware 2001 $15,774.00 Total Services 2001 $14,400.00 Total Expenses 2001 $5,450.00 Total Annual Software Maintenance First Year 2002 $8,864.00 Conversion Cost for Navigator 2000 images and importing into SIRE Database 2001 $5,990.00 Total System Investment $99.728.00 2001 $71,869 2002 $27,859 1 erm5: Delivery: 30 days after receipt of order Annual Software Maintenance: Contract due before 90 day warranty expires PSA 05/01 32 THE CITY F FORT COLLINS, COLORADO ^^/ Joh i h�ach, Mager Jame O'Neill II, CPPO Director of Purchasing &Risk Management Date: i C ALPHA NUMERIC SOLUTIONS By: TiteeP/'Csi�an G CORPORATE PRESIDENT OR VICE PRESIDENT Date: _vIAc p/ ATTEST: wanes.._ Corporate Secretary (Corporate Seal) PSA 05/01 4 Exhibit A: SCOPE OF WORK Table of Contents EXECUTIVE SUMMARY, PHASING & CRITICAL ISSUES............................................7 PROJECT BACKGROUND............................................................................................a. DESIGN OBJECTIVES...................................................................................................2. PURPOSE......................................................................................................................9.. GOALS AND OBJECTIVE..................................................................................................9. ASSUMPTIONS...............................................................................................................9.. BUSINESS PROCESSES.............................................................................................11 CAPTURE..................................................................................................................12 ARCHITECTURAL DESIGN..............................................................................................13 CONFIGURATION..........................................................................................................1.3 ENVIRONMENTAL STATISTICS........................................................................................13 SYSTEM CONFIGURATION.............................................................................................14 SYSTEM INTEGRATION..............................................................................................15 APPLICATION INTEGRATION..........................................................................................15 SIRECAPTURE...........................................................................................................15 DATASECURITY..........................................................................................................Is ACCESSCONTROL.......................................................................................................1.6 PERMISSIONTYPES......................................................................................................1.6 DOCUMENT ATTRIBUTE PERMISSIONS...........................................................................1.6 DOCUMENT PERMISSIONS............................................................................................17 LAYERPERMISSIONS....................................................................................................1.8 MEDIA PERMISSIONS...................................................................:................................1.8 SEARCH PERMISSIONS.................................................................................................19 SYSTEM PERMISSIONS.................................................................................................19 DATA DEFINITION AND DESIGN................................................................................21 BASE CLASS DEFINITIONS............................................................................................21 DOCUMENTCLASSES...................................................................................................21 DATA............................................................................................................................21 DATAOVERVIEW.........................................................................................................21 APPENDIX A — ROLES AND RESPONSIBILITIES......................................................22 PSA 05/01 5 APPENDIX B - ABBREVIATIONS AND DEFINITIONS................................................23 ABBREVIATIONS..........................................................................................................23 DEFINITIONS...............................................................................................................2.4 APPENDIX C - PERMISSION MATRIX........................................................................26 APPENDIX D - IMPLEMENTATION SCHEDULE AND COST.....................................30 PSA 05/01 6 Executive Summary The project team for the Fort Collins EDMS (Electronic Document Management System) Project is comprised of members from Alpha Numeric Solutions (ANS) and the Fort Collins I.T. Department and Department representatives. The mentioned parties helped develop this specification. This specification is intended to be a detailed roadmap for implementing and configuring Fort Collins Information Technology Department's EDMS Application. The project methodology is a team approach that collaborates and documents the City's business process to be document enabled. The business process is the foundation for defining installation structures and hardware needed to support the EDMS application. Phasing and Critical Issues Phase 1 — Commence approximately 10/22/2001 Completion by 11/30/2001 • Consult and design system implementation and conversion for Clerk & CPES Department. • Configure and/or upgrade server architecture on SIRE Solution Suite server software application server. • Convert Existing Navigator 2000 database for City Clerk's Office and CPES Department. • Install & Integrate new SIRE Solution Suite server software and client software to include Scanner and Scanning software for City Clerk's Office and office of CPES Department. Phase II — Commence approximately 10/29/2001 Completion 12/15/2001 • Install & Integrate new SIRE Solution Suite server software and client software to include Scanner and Scanning software for Clerk's Office. • Install & Integrate new SIRE Solution Suite server software and client software to include Scanner and Scanning software for City CEPS Department. • Install SIRE software on City SIRE Server for information access. The following list of items identify areas on the project, which are sensitive potentially critical path issues or concerns for meeting project completion deadlines. • Designing City EDMS System and creating index criteria for new departments • Down time when installing new server system. • Conversion and access to documents between the old I Levy System and new system during the installation and integration. • Input of new documents during the initial installation. EDMS Server and client PCs ready for EDMS application This solution requires all document retrieval and input to be done within the document management application. This is expected to have minimal impact on the initial daily users of the system. Future phases are expected to provide easy access to all users within the city information process. Based on the information gathered in developing this specification, ANS recommends that integration with the application software used by the city or the future records management system be considered. The integration would alleviate the need for users to interface with SIRE EDMS and reduce cost of training and minimize end user helpdesk support. PSA 05/01 Project Background General Description of the Project The IT Department will be purchasing application, database, and web server hardware and software components to provide an organizational EDMS solution. The City Clerk's Office and CPES Department will be the first two departments added to the EDMS. It is anticipated that other City entities such as the City Human Resource Department, City Attorney and Utilities will subsequently be in line to automate the electronic document storage and retrieval process with the EDMS. The Clerk's Office will be converting out of Navigator 2000 EDMS to the new EDMS product. The Clerk's Office will be creating and storing the following documents: Ordinances, Resolutions, Minutes, Agendas, Election Records, Deeds and Easements, Water Right Documentation, Liens and Promissory Notes, Subdivision and Annexation Files, Contracts and Agreements, Council Communications, Notice of Public Meetings, Audit Reports, Budget Book, New Applications, Special Events, Permits Maps and Colored Photos, Engineering Drawings and Plats. There are other departments throughout the organization are interested in utilizing the software that has been purchased. Therefore, this document includes basic information regarding conversion of current documents that have been scanned and indexed into Navigator 2000, an I Levy and Associates (St. Louis) document management program, or conversion of Access data bases that have used image enabling systems such as Image Now (Perceptive Vision, Inc.). Also, there is interest in the possible connectivity, compatibility, linkage, or data exchange between a document management system and ESRI Arclnfo GIS software, and Sierra Permits Plus software. ANS will integrate the server in the Engineering Department with the server in I.T. Department. All database cabinets will be accessible by the departments granted rights to do so. The final customer would be the general community of the city of Fort Collins and others who may be interested in the available information. The access for this group would be through Internet access. The EDMS application will become a mission critical operation and the City is planning to safeguard the application software and server with appropriate security, back-up, and fail- safe measures. PSA 05/01 8 Design Objectives Purpose Goals and Objective Objective Convert the City Clerk's Office and CPES out of their existing Navigator 2000 document management server system into a new document management architecture that will support Enterprise Document Management and provide fail-safe support for the system for the City. Goals Convert the Clerk's Office and CPES from their current application server system to the SIRE Solution Suite. • Join Engineering Server to City I.T. Application Server for redundancy of database. SIRE Solution Suite EDMS application server, document imaging standard with minimal impact Enhance the delivery of documents to city employees as well as the public. Provide faster and easier access to stored documents. Reduce paper handling copying and mailing. Allow for future growth and applications for the City. Phase • ANS will collaborate with City I.T. staff to produce the final design for configuring the server architecture for document management system server to meet the City requirements. • Provide new software interfaces and SIRE access for delivering documents to public entities. • Allow e-mail or faxing of specified documents from within the system. • ANS will provide training on new software programs for each department. • ANS will support software and hardware furnished on annual basis. Phase II • Integrate with existing SIRE Solution Suite Engineering database of documents • Setup time lines and processes to automatically sweep documents from magnetic media to optical media for archiving. • ANS will train and advise City technical personnel on RAID Array and software • ANS will support jukebox and software on annual basis. • ANS to Install, Integrate, and train City Clerk's Office and CPES Department. Assumptions • Server(s) hardware will be purchased or existing servers will be used for server software and Oracle Server database. The server recommended will be Compaq PSA 05/01