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Home My WebLink AboutAgenda Report - January 19, 2022 C-07dft AGENDA ITEM C 7 CITY OF LODI R A COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Amendment to Professional Services Agreement with Complete Paperless Solutions, of Anaheim, for Software Support of Electronic Content Management System ($23,600) MEETING DATE: PREPARED BY: January 19, 2022 City Clerk RECOMMENDED ACTION: Adopt resolution authorizing City Manager to execute amendment to Professional Services Agreement with Complete Paperless Solutions, of Anaheim, for software support of electronic content management system, in the amount of $23,600. BACKGROUND INFORMATION: In 2016, Council awarded a Professional Services Agreement to Complete Paperless Solutions (CPS) to provide software support of Laserfiche, the City's electronic content management system. The agreement and two optional extensions have expired. CPS has provided outstanding service and staff recommends executing an amendment to extend the term for an additional five years. FISCAL IMPACT: CPS has maintained the same cost per unit as provided in the original 2016 Professional Service Agreement. Electric Utility Department has added two named users for an additional cost of $240 per year. The total cost over the five-year term is $23,600. FUNDING AVAILABLE: 50060001.72369 $1,200 10005000.72313 $22,400 Andrew Keys Andrew Keys, Deputy City Manager Jennifer Cusmir Jeff Berkheimer Jennifer Cusmir City Clerk JC/PMF Attachment Jeff Berkheimer Electric Utility Director APPROVED: Steve Schwabauer Stephen Schwabauer, City Manager \\cvcfilv01\administration$\Shared\cityclerk\Agenda\2022\011922\CLK - CPS\CPS_Amendment.doc CONTRACT AMENDMENT NO. 3 Complete Paperless Solutions, LLC THIS CONTRACT AMENDMENT NO. 3 is made and effective this day of 2022, by and between the CITY OF LODI, a municipal corporation, hereinafter called "CITY", and Complete Paperless Solutions, LLC, a California Limited Liability Corporation hereinafter called "CONTRACTOR." WITNESSETH 1. CONTRACT: Contractor and City entered in an Agreement for Professional Services on June 8, 2016, Contract Amendment No. 1, entered into on June 6, 2019, and Contract Amendment No. 2, entered into on , 2022, collectively attached hereto as Exhibit A and made a part hereof as though fully set forth herein ("Agreement"). 2. Contractor and City now desire to extend the term of the Agreement through and including June 30, 2026. 3. TERMS AND CONDITIONS: All other terms and conditions of the Agreement will remain unchanged, including compensation to be paid to Contractor as set forth in Exhibit B of the Agreement. CITY OF LODI, a municipal corporation CONTRACTOR STEPHEN SCHWABAUER City Manager Attest: JENNIFER CUSMIR City Clerk Approved as to Form: JANICE D. MAGDICH City Attorney COMPLETE PAPERLESS SOLUTIONS, LLC Title: CONTRACT AMENDMENT NO. 2 Complete Paperless Solutions, LLC THIS CONTRACT AMENDMENT NO. 2 is made and effective this 1St day of July 2021, by and between the CITY OF LODI, a municipal corporation, hereinafter called "CITY", and Complete Paperless Solutions, LLC, a California Limited Liability Corporation hereinafter called "CONTRACTOR." WITNESSETH 1. CONTRACT: Contractor and City entered in an Agreement for Professional Services on June 8, 2016, and Contract Amendment No. 1, entered into on June 6, 2019, collectively attached hereto as Exhibit A and made a part hereof as though fully set forth herein ("Agreement'). Contractor and City now desire to extend the term of the Agreement through and including June 30, 2021, pursuant to Section 2.7 of the Agreement. 2. TERMS AND CONDITIONS: All other terms and conditions of the Agreement will remain unchanged, including compensation to be paid to Contractor as set forth in the Agreement. CITY OF LODI, a municipal corporation CONTRACTOR STEPHEN SCHWABAUER City Manager Attest: JENNIFER CUSMIR City Clerk Approved as to Form: JANICE D. MAGDICH City Attorney COMPLETE PAPERLESS SOLUTIONS, LLC By: Title: [Y 11, B I- A CONTRACT AMENDMENT No, 1 Complete Paperless Solutions, LLC THIS. CONTRACT AMENDMENT No, '1 is made and effective this 1,04rh day oft, by and between the CITY OF LODI, a municipal corporation, hereinafter called "CITY', and Complete Paperless Solutions, LLC, a California Limited Liability Corporation hereinafter called "Contractor." WITNESSETH: 1. CONTRACT: Contractor and City, entered into an Agreement for Professional Services on June 8, 2016 ("Agreement"), attached hereto as Exhibit A and made a part hereof as though fully set forth herein. Contractor and City now desire to extend the term of the Agreement through and including June 30, 2020. TERM AND TERM: Contractor and City agree, that at its option, City may extend the term of the Agreement for an additional one (1) one (1) year extensions; provided City gives Contractor no less than thirty (30) days written notice of its intent prior to the expiration of the then existing term. TERMS AND CONDITIONS: All other terms and conditions of the Agreement will remain unchanged, including compensation to be paid to Contractor as set forth in the Agreement. CITY OF LODI, a municipal corporation STIP EN SCHWAB' UER City Manager Attest: J NIFER E RAIOLO Ci y Clerk Approved as to Form: JFiICE D- &GIDICH City Attorney l.(� Title: _�U_r ` — JACAICITMontraclsTonsulling or Professional ServicesTity ClerMomplete Paperless Solutions - ext.doc EHIBIT A AGREEMENT FOR PROFESSIONAL SERVICES ARTICLE 1 PARTIES AND PURPOSE Section 1.1 Parties THIS AGREEMENT is entered into on l�&16, by and between the CITY OF LODI, a municipal corporation (hereinafter "CITY"), and COMPLETE PAPERLESS SOLUTIONS, LLC, a California Limited Liability Corporation, (CPS) (hereinafter "CONTRACTOR"). Section 1.2 Purpose CITY selected the CONTRACTOR to provide the services required in accordance with attached Scope of Services, Exhibit A, attached and Incorporated by this reference. CITY wishes to enter into an agreement with CONTRACTOR for Electronic Content Management System, Software Support, and Implementation Services using Laserfiche Software (hereinafter "Project") as set forth in the Scope of Services attached here as Exhibit A. CONTRACTOR acknowledges that it is qualified to provide such services to CITY, ARTICLE 2 SCOPE OF SERVICES Section 2.1 Scone of Services CONTRACTOR, for the benefit and at the direction of CITY, shall perform the Scope of Services as set forth in Exhibit A, Section 2.2 Time For Commencement and Completlon of Work CONTRACTOR shall commence work pursuant to this Agreement, upon receipt of a written notice to proceed from CITY or on the date set forth in Section 2.6, whichever occurs first, and shall perform all services diligently and complete work under this Agreement based on a mutually agreed upon timeline or as otherwise designated in the Scope of Services. CONTRACTOR shall submit to CITY such reports, diagrams, drawings and other work products as may be designated in the Scope of Services. CONTRACTOR shall not be responsible for delays caused by the failure of CITY staff to provide required data or review documents within the appropriate time frames. The review time by CITY and any other agencies involved in the project shall not be 1 counted against CONTRACTOR's contract performance period, Also, any delays due to weather, vandalism, acts of God, etc., shall not be counted. CONTRACTOR shall remain In contact with reviewing agencies and make all efforts to review and return all comments. Section 2.3 Meetings CONTRACTOR shall attend meetings as may be set forth in the Scope of Services. Section 2.4 Staffing CONTRACTOR acknowledges that CITY has relied on CONTRACTOR's capabilities and on the qualifications of CONTRACTOR's principals and staff as identified in its proposal to CITY. The Scope of Services shall be performed by CONTRACTOR, unless agreed to otherwise by CITY in writing. CITY shall be notified by CONTRACTOR of any change of Project Manager and CITY is granted the right of approval of all original, additional and replacement personnel at CITY's sole discretion and shall be notified by CONTRACTOR of any changes of CONTRACTOR's project staff prior to any change. CONTRACTOR represents it is prepared to and can perform all services within the Scope of Services (Exhibit A) and is prepared to and can perform all services specified therein. CONTRACTOR represents that it has, or will have at the time this Agreement is executed, all licenses, permits, qualifications, insurance and approvals of whatsoever nature are legally required for CONTRACTOR to practice its profession, and that CONTRACTOR shall, at its own cost and expense, keep in effect during the life of this Agreement all such licenses, permits, qualifications, insurance and approvals, and shall indemnify, defend and hold harmless CITY against any costs associated with such licenses, permits, qualifications, insurance and approvals which may be imposed against CITY under this Agreement. Section 2.5 Subcontracts Unless prior written approval of CITY is obtained, CONTRACTOR shall not enter Into any subcontract with any other party for purposes of providing any work or services covered by this Agreement. Section 2.6 Term The term of this Agreement commences on June 15, 2016 and terminates upon the completion of the Scope of Services or on June 30, 2019, whichever occurs first. Section 2.7 Option to Extend Perm of Agreement At its option, City may extend the terms of this Agreement for an additional two (2) one (1) -year extensions; provided, City gives Contractor no less than thirty (30) days 2 written notice of its intent prior to expiration of the existing term, In the event City exercises any option under this paragraph, all other terms and conditions of this Agreement continue and remain in full force and effect. The total duration of this Agreement, including the exercise of any option under this paragraph, shall not exceed five (5) years. ARTICLE 3 COMPENSATION Section 3.1 Compensation CONTRACTOR's compensation for all work under this Agreement shall conform to the provisions of the Fee Proposal, attached hereto as Exhibit B and incorporated by this reference. CONTRACTOR shall not undertake any work beyond the scope of this Agreement unless such additional work is approved in advance and in writing by CITY. Section 3.2 Method of Paynient CONTRACTOR shall submit invoices for completed work on a monthly basis, or as otherwise agreed, providing, without limitation, details as to amount of hours, individual performing said work, hourly rate, and indicating to what aspect of the Scope of Services said work is attributable. CONTRACTOR's compensation for all work under this Agreement shall not exceed the amount of the Fee Proposal. Section 3.3 Costs The Fee Proposal shall include all reimbursable costs required for the performance of the Scope of Services, Payment of additional reimbursable costs considered to be over and above those inherent in the original Scope of Services shall be approved in advanced and in writing, by CITY. Section 3.4 Auditing CITY reserves the right to periodically audit all charges made by CONTRACTOR to CITY for services under this Agreement, Upon request, CONTRACTOR agrees to furnish CITY, or a designated representative, with necessary information and assistance needed to conduct such an audit. CONTRACTOR agrees that CITY or its delegate will have the right to review, obtain and copy all records pertaining to performance of this Agreement. CONTRACTOR agrees to provide CITY or its delegate with any relevant information requested and shall permit CITY or its delegate access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees and 3 y,1 inspecting and copying such books, records, accounts, and other material that may be relevant to a matter under investigation for the purpose of determining compliance with this requirement. CONTRACTOR further agrees to maintain such records for a period of three (3) years after final payment under this Agreement. ARTICLE 4 MISCELLANEOUS PROVISIONS Section 4.1 Nondiscrimination In performing services under this Agreement, CONTRACTOR shall not discriminate in the employment of its employees or in the engagement of any sub CONTRACTOR on the basis of race, color, religion, sex, sexual orientation, marital status, national origin, ancestry, age, or any other criteria prohibited by law. Section 4.2 ADA Compliance In performing services under this Agreement, CONTRACTOR shall comply with the Americans with Disabilities Act (ADA) of 1990, and all amendments thereto, as well as all applicable regulations and guidelines issued pursuant to the ADA. Section 4.3 incleynniflcation and Responsibility for Damage CONTRACTOR to the fullest extent permitted by law, shall indemnify and hold harmless CITY, its elected and appointed officials, directors, officers, employees and volunteers from and against any claims, damages, losses, and expenses (including reasonable attorney's fees and costs), arising out of performance of the services to be performed under this Agreement, provided that any such claim, damage, loss, or expense is caused by the negligent acts, errors or omissions of CONTRACTOR, any subcontractor employed directly by CONTRACTOR, anyone directly or indirectly employed by any of them, or anyone for whose acts they may be liable, except those injuries or damages arising out of the active negligence, sole negligence, or sole willful misconduct of the City of Lodi, its elected and appointed officials, directors, officers, employees and volunteers. CITY may, at its election, conduct the defense or participate in the defense of any claim related in any way to this indemnification. If CITY chooses at its own election to conduct its own defense, participate in its own defense, or obtain independent legal counsel in defense of any claim related to this indemnification, CONTRACTOR shall pay all of the costs related thereto, including without limitation reasonable attorney fees and costs. The defense and indemnification obligations required by this Agreement are undertaken in addition to, and shall not in any way be limited by the insurance obligations set forth herein. 4 cS Section 4.4 No Personal l-iability Neither the City Council, nor any other officer or authorized assistant or agent or City employee shall be personally responsible for any liability arising under this Agreement. Section 4.5 Responsibilily Responsibilityof CITY CITY shall not be held responsible for the care or protection of any material or parts of the work described in the Scope of Services prior to final acceptance by CITY, except as expressly provided herein. Section 4.6 Insurance Requirements for CONTRACTOR CONTRACTOR shall take out and maintain during the life of this Agreement, insurance coverage as set forth in Exhibit C attached hereto and incorporated by this reference. Section 4.7 Successors and Assinns CITY and CONTRACTOR each bind themselves, their partners, successors, assigns, and legal representatives to this Agreement without the written consent of the others. CONTRACTOR shall not assign or transfer any interest in this Agreement without the prior written consent of CITY. Consent to any such transfer shall be at the sole discretion of CITY. Section 4.8 Notices Any notice required to be given by the terms of this Agreement shall be in writing signed by an authorized representative of the sender and shall be deemed to have been given when the same is personally served or upon receipt by express or overnight delivery, postage prepaid, or three (3) days from the time of mailing if sent by first class or certified mail, postage prepaid, addressed to the respective parties as follows: To CITY: City of Lodi 221 West Pine Street P.O. Box 3006 Lodi, CA 95241-1910 Attn: Jennifer M. Ferraiolo, City Clerk To CONTRACTOR: Complete Paperless Solutions 4025 E. La Palma Avenue, Suite 204 Anaheim, CA 92807 Attn: Claude Schott, Vice President of Sales Section 4.9 Coonor ation of GITY CITY shall cooperate fully and in a timely manner in providing relevant Information it has at its disposal relevant to the Scope of Services. M M! Section 4.10 CONTRACTOR is Not an Employee of CITY CONTRACTOR agrees that in undertaking the duties to be performed under this Agreement, it shall act as an independent contractor for and on behalf of CITY and not an employee of CITY, CITY shall not direct the work and means for accomplishment of the services and work to be performed hereunder. CITY, however, retains the right to require that work performed by CONTRACTOR meet specific standards without regard to the manner and means of accomplishment thereof. Section 4.11 Termination CITY may terminate this Agreement, with or without cause, by giving CONTRACTOR at least ten (10) days written notice, Where phases are anticipated within the Scope of Services, at which an intermediate decision is required concerning whether to proceed further, CITY may terminate at the conclusion of any such phase. Upon termination, CONTRACTOR shall be entitled to payment as set forth in the attached Exhibit B to the extent that the work has been performed. Upon termination, CONTRACTOR shall immediately suspend all work on the Project and deliver any documents or work in progress to CITY. However, CITY shall assume no liability for costs, expenses or lost profits resulting from services not completed or for contracts entered Into by CONTRACTOR with third parties in reliance upon this Agreement. Section 4.12 Confidentiality CONTRACTOR agrees to maintain confidentiality of all work and work products produced under this Agreement, except to the extent otherwise required by law or permitted in writing by CITY, CITY agrees to maintain confidentiality of any documents owned by CONTRACTOR and clearly marked by CONTRACTOR as "Confidential" or "Proprietary", except to the extent otherwise required by law or permitted in writing by CONTRACTOR. CONTRACTOR acknowledges that CITY is subject to the California Public Records Act. Section 4.13 6ppiicable Law, Jurisdiction, SeveraWlity, and Attorney's fees This Agreement shall be governed by the laws of the State of California. Jurisdiction of litigation arising from this Agreement shall be venued with the San Joaquin County Superior Court. If any part of this Agreement is found to conflict with applicable laws, such part shall be inoperative, null, and void insofar as it is in conflict with said laws, but the remainder of this Agreement shall be in force and effect. In the event any dispute between the parties arises under or regarding this Agreement, the prevailing party in any litigation of the dispute shall be entitled to reasonable attorney's fees from the party who does not prevail as determined by the San Joaquin County Superior Court. 6 Section 4.14 City Business LI_cense_Rettuirement CONTRACTOR acknowledges that Lodi Municipal Code Section 3.01.020 requires CONTRACTOR to have a city business license and CONTRACTOR agrees to secure such license and pay the appropriate fees prior to performing any work hereunder. Section 4.15 Captious The captions of the sections and subsections of this Agreement are for convenience only and shall not be deemed to be relevant in resolving any question or interpretation or intent hereunder. Section 4.16 Integration and Modification This Agreement represents the entire understanding of CITY and CONTRACTOR as to those matters contained herein. No prior oral or written understanding shall be of any force or effect with respect to those matters covered hereunder. This Agreement may not be modified or altered except in writing, signed by both parties. Section 4.17 Contract Terms Prevail All exhibits and this Agreement are intended to be construed as a single document. Should any inconsistency occur between the specific terms of this Agreement and the attached exhibits, the terms of this Agreement shall prevail. Section 4.18 Severability The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. Section 4.19 Ownershin of Documents All documents, photographs, reports, analyses, audits, computer media, or other material documents or data, and working papers, whether or not in final form, which have been obtained or prepared under this Agreement, shall be deemed the property of CITY. Upon CITY's request, CONTRACTOR shall allow CITY to inspect all such documents during CONTRACTOR's regular business hours. Upon termination or completion of services under this Agreement, all information collected, work product and documents shall be delivered by CONTRACTOR to CITY within ten (10) calendar days. CITY agrees to indemnify, defend and hold CONTRACTOR harmless from any liability resulting from CITY's use of such documents for any purpose other than the purpose for which they were intended. Section 4.20 Authority The undersigned hereby represent and warrant that they are authorized by the parties to execute this Agreement. Section 4.21 Federal Transit Funding Conditions ElIf the box at left is checked, the Federal Transit Funding conditions attached as Exhibit D apply to this Agreement, In the event of a conflict between the terms of this Agreement or any of its other exhibits, and the Federal Transit Funding Conditions, the Federal Transit Funding Conditions will control. IN WITNESS WHEREOF, CITY and CONTRACTOR have executed this Agreement as of the date first above written. CITY OF LODI, a municipal corporation ATTEST: (-""y - -Wl�. :r,) 4EPI-NIFER-0-- FERRAIOLO TEPHEN SCHWABAUE Clerk City Manager APPROVED AS TO FORM: JANICE D. MAGDICH, City Attorney i By. COMPLETE PAPERLESS By: Name: Title: Attachments: Exhibit A - Scope of Services Exhibit B — Fee Proposal Exhibit C — Insurance Requirements Exhibit D — Federal Transit Funding Conditions (if applicable) Funding Source: (Business Unit & Account No.) Doc ID: CA:Rev.01.2015 8 LUTIONS, LLC EXHIBIT A] City of Lodi — Laserfiche Installation, Training, and Conversion Statement of Work — SOW10026 Complete Paperless i:. Solutions Version 1.0.0 Table of Contents Purpose......................................................................................................................................................... 3 Abbreviations and Naming Conventions......................................................................................................3 Objective........................................................................................................................ 3 Deliverables ..................................................................................................................................... 3 Definitionof Tasks....................................................................................................................................4 ReoulrementsDescriotions.......................................................................................................................4 SOW10026-0: Proiect Management/Planning.....................................................................................4 SOW10026-1: Laserfiche Server Installation........................................................... ...........................5 SOW10026-2: Laserfiche Workflow Installation...........................................................................5 SOW10026-3: Laserfiche Public Portal Installation..............................................................................5 SOW10026-4: Laserfiche Audit Trail Installation..................................................................................6 SOW10026-5: Laserfiche Workstation Installation...... ... .......6 SOW10026-6: Laserfiche Training................................................................... .................. ....... .....6 SOW10026-7: Web Portal Conversion.....,.....................................................,......,.........................,....7 Assumptions.......................................................................................................... .......8 RiskAssessment............................................................................................................................................8 InitialRisk Assessment..............................................................................................................................8 Project Management Approach....................................................................................................................9 Project Roles and Responsibilities......................:.....................................................................................9 IssueManagement....................................................................................................................................9 Approvals.................................................................................................................................................11 Slgnoffs...................................................................................................................................................11 a PURPOSE This document serves as a statement of work for a Laserfiche Installation and eRecords migration to Laserfiche. The statement of work will cover the following: — Objective — Scope — Assumptions — Constraints — Project Management Approach ABBREVIATIONS AND NAMING CONVENTIONS There are abbreviations throughout this document that maybe new to the audience. Here is a breakdown of the abbreviations: • CPS = Complete Paperless Solutions (Vendor) • LF = Laserfiche • SQL = Microsoft SQL Server L = Low risk level • M = Medium risk level * H = High risk level OBJ ECTIVE The objective Is to successfully install and Implement the Laserfiche System and perform a complete conversion from eRecords, DELIVERABLES The Laserfiche installation comprises of a series of application installations and training. This document serves as a statement of work for the deliverables of this project. The deliverables of this project are: • Project Mann6ement/Planning • Laserfiche Server Installation • Laserfiche wark€law Installation • Laserfiche Web Access Installation • Laserfiche Audit Trall Installation • Laserfiche Basic End User Training • Laserfiche Basic Administration Training • Laserfiche Basic Workflow Training C� Definition of Tasks This section describes each and identifies them for future references. Requirements Descriptions SOW10026-0: Project Management/Planning The formal work plan will serve as the master schedule by which progress will be measured. The work plan will track all project -related activities and generate scheduled and ad hoc progress reports. No work on the project will begin until we have developed the work plan that both parties agree upon. The work plan will include the following: • Requirements Gathering ■ Implementation Plan Sign offs • Hardware Requirement Sign offs • Server Software Requirement Sign offs • Conversion Requirements Gathering veli,^:;�I,,; SOW10026-0 Project Project planning methodology 8 hours 1 Management/Planning Laserfiche Server Laserfiche Server Installation and SOW_ 10026-1 1 Hour 2 Installation repository creation S_OW10026-2 Laserfiche Workflow Laserfiche Workflow Installation 1 Hour 3 Installation and Setup Laserfiche Web Installation of SOW10026-3 Laserfiche Public Portal 1 Hour 5 Installation Public Portal SOW10026-4 Laserfiche Audit Trail Laserfiche Audit Trail Installation 0.5 Hour 4 Installation and Setup SO_ W 10026-5 Laserfiche Workstation Laserfiche thick client workstation 4 Hours 6 Installations installations SOW10026-6 Laserfiche Training 4 Levels of Laserfiche Training 8 Hours 8 7 SOW10026-7 Web Portal Conversion to Laserfiche Web portal documents conversion to Laserfiche. 16 Hours Requirements Descriptions SOW10026-0: Project Management/Planning The formal work plan will serve as the master schedule by which progress will be measured. The work plan will track all project -related activities and generate scheduled and ad hoc progress reports. No work on the project will begin until we have developed the work plan that both parties agree upon. The work plan will include the following: • Requirements Gathering ■ Implementation Plan Sign offs • Hardware Requirement Sign offs • Server Software Requirement Sign offs • Conversion Requirements Gathering ■ Conversion Sign offs • Installation • Installation Sign offs • Training Schedule Sign offs • Training « Training Sign offs SOW10026-1: Laserfiche Server Installation Laserfiche Server is the heart of the Laserfiche system. All modules and Laserfiche software connect to the Laserfiche server to obtain licensing, authentication, and content. Laserfiche Server serves as a prerequisite for all other installations. Laserfiche Server handles all requests to obtain content from within the software. Due to the varying applications connected to the Laserfiche Server, certain ports have to be opened to allow proper communication between the calling applications and Laserfiche Server. Ports The ports can be configured If the specified ports are already taken. Port 80 governs all connections to the Laserfiche Server. If port 80 Is not a desirable port, it can be replaced with an alternate port 5050. The alternate port Is utilized when port 80 goes through a proxy. The Laserfiche Server uses port 5051 for notifications to connecting components. Port 5048 Is used to verify the validity of the Laserfiche Server license. The Installation will consist of installing the Laserfiche Server, Laserfiche Full Text Server, Laserfiche Client, and Laserfiche Administration Console. SOW10026-2: Laserfiche Workflow Installation Laserfiche Workflow lets you to build repeatable patterns of activity (i.e., workflows and business processes) that interact with entries in a Laserfiche repository, sync with external databases, send notifications, and provides reporting. Each action in a pattern can be completely automated and easily configured. The Workflow Designer, Workflow Subscriber and the Workflow Server will all be installed with the Laserfiche Server. Ports 80 (or 5050), 5051, and 5048 are required to be opened for proper communications between Workflow and the Laserfiche Server, If the email notification functionality of Workflow Is required, then an SMTP Server, SMTP Server port, and Authentication will be required to complete the setup of this functionality. Laserfiche Workflow also requires the enabling of Messaging Queue which Is a role in the Windows Server. This allows Workflow to queue request provided by the Laserfiche Server. The installation of Workflow can occur on the same machine as the Laserfiche Server. SOW10026.3: Laserfiche Public Portal Installation Laserfiche Public Portal Is a user-friendly public portal to Laserfiche. Laserfiche Public Portal publishes documents in a Laserfiche repository to an intranet or the Internet In read-only form. Public Portal can easily be customized: you can customize your site's Theme, Welcome Page, Navigation, Document Viewer, Search Results, and Search Options. It is recommended that the Public Portal Installation occur on a different machine from the Laserfiche Server. Since the application will be exposed to the public, it is strongly advised that the application be separated from the Laserfiche Server. SOW10026-4: Laserfiche Audit Trail Installation Laserfiche Advanced Edition meets the needs of organizations in most highly regulated industries. It Includes the following functionality of tracking: n Login and logout • Creating, editing, printing or deleting documents • Creating, editing, or deleting templates, fields and annotations ■ Adding security tags • Exporting documents, volumes or briefcases ■ Sending documents to the Recycle Bin Granting or revoking login rights for Windows accounts • Adding or removing users from Laserfiche groups o Modifications to access rights • Modifications to repository -wide The installation consists of creating an Audit Trail database and a setup of the Audit Trail Reporting Interface, Audit Trail is a web application and will require Windows IIS 7 enabled as a role on the server In which It Is Installed. Other roles such as ASPAET and .NET Framework 3.5 may also require enabling. 50W1 0026-5: Laserfiche Workstation Installation Laserfiche Client is the Laserfiche UI In which users will be able to create, modify, and remove documents from the repository. The Installation consist of the Laserfiche Client (OCR engine Included), Laserfiche Snapshot, Email, and Laserfiche Scanning. SOW10026-6: Laserfiche Training Laserfiche has different levels of training. One or more training sessions may be required depending on the role of the users. The goal of the training Is to empower the users to be comfortable with the Laserfiche suite of products. Here are summaries of the training to empowerthe users: Laserfiche Laserfiche training will focus on navigation, search, creation, and modification of content in the Laserfiche repository. Users will learn how to move around the Laserfiche client, be taught time -saving searches, and provided general best -practices. Workflow Laserfiche Workflow training Is a beginner's class which will Instruct workflow designers how to create baslc workflows. The class will specifically focus on taxonomy, data collection, and workflow triggers. This class is Intended for Laserfiche Administrators only. Laserfiche training Is a prerequisite for this training and should not be taken until Laserfiche training Is complete. Administrator Laserflche Administration focuses on the repository's back end (database), metadata, and security, The training Includes the creation of the repository, volume architecture, metadata management, and user security. Public Portal Public Portal training covers the Weblink Designer Interface which allows administrators to create customized search forms to provide a better search experience to users who don't necessarily know how to use Laserfiche. SOW10026.7: Web Portal Conversion The conversion of files from eRecords to Laserfiche Is required. The conversion is the first step of transitioning to Laserfiche Public Portal. eRecords documents are to be migrated from source Windows and SQL Server locations to the Laserfiche repository. Th'e customer will define the taxonomy of the eRecords documents in Laserfiche. The taxonomy will be limited to the metadata associated to the documents In eRecords. The conversion will assume that all documents in eRecords have a file type of PDF and will be treated as such during the import Into Laserfiche. ASSUMPTIONS The following assumptions were made in preparing the Statement of Work: • Change requests made after deliverables will result in project delays and affect the entire timellne of project delivery. CPS will be provided administrative access to all related servers. SMTP Email Server is required to create notifications in Laserfiche Workflow. SMTP Email Server will be provided by customer. This will not be provided by CPS. RISK ASSESSMENT The risk assessment attempts to Identify, characterize, prioritize and document a mitigation approach relative to those risks which can be identified prior to the start of the project. The risk assessment will be continuously monitored and updated throughout the life of the project. Because mitigation approaches must be agreed upon by project leadership, it is necessary to allocate time into each meeting, dedicated to Identifying new risks and discussing mitigation strategies. The Project manager will convey amendments and recommend contingencies as conditions may warrant. Initial Risk Assessment . '�00�0 Scope initially defined in project plan, by both client and vendor to prevent undetected ` project scope creep. Communication becomes very Important to prevent this risk from ever developing. PROJECT MANAGEMENT APPROACH Project Roles and Responsibilities Project Sponsor ■ Ultimate decision -maker • Provide project oversight and guidance ` ■ Review and approve project ' elements CPS Project Manager • Provides overall project direction • Documents all communications and project developments • Handles project scope documentation ■ Tracks staffs progress fo,r project + Handles problem resolution • Assigns staff to project +I CPS Technician CPS Account Manager • Installation • Testing and Implementation + Training •. Technical Support o Handles all business regarding pricing and purchasing Contributor In project meetings Issue Management The information contained within the Project Plan will likely change as the project progresses. While change Is both certain and required, it is Important to note tZ,, any changes to the Project Plan will Impact at least one of three critical success factors: Available Time, Available Resources (Financial and Personnel) , or Project Quality. The decision by which to make modifications to the Project Plan should be coordinated using the following process: As soon as a change which Impacts project scope, schedule, staffing or spending is identified, the CPS Project Manager will document the Issue. The CPS Project Manager will review the change and determine the associated impact to the project and will forward the issue, along with recommendation, to all Interested parties for review and discussion. • If required due to lack of consensus, the Project Sponsor shall review the issue(s) and render a final decision on the approval or denial of a change. • Following an approval or denial, the CPS Project Manager will notify the origlnal requestor of the action taken. There is no appeal process. Psfr ]�7 SO APPROVALS Signoffs Project Sponsor Project Manager Account Manager Signature Date Signature A Date )re cafe r•a Pricing Laserfiche Software cps I Complete Poperloaa Bolullone EXH [B I: B Software Description Quantity Public Price - Laserfiche Avante Server (SQL Server), Incl. Workflow 1 SUM= Full Named Users, incl. Email, Snapshot, WebAccess, 4 $2,4.00:00 Mobile, Scanning & OCR Laserfiche Advanced Audit Trail, incl. Watermark 1 $41)U,00 Laserfiche Public Portal -10 concurrent users 1 $15,000mo Software Total Professional Services Service Description Laserflche Introduction �� T Laserfiche Installation, incl. Server, 4 Users, Workflow, WebAccess & Audit Trail Laserfiche Taxonomy & Indexing Laserfiche set Up Laserfiche Public Portal & Design Laserfiche End User Training (2 groups) Admin Training Conversion Professional Services Total Laserfiche Software Support (LSAP) Quantity 5 2 2 4 4 3 1 Support Description Quantity Laserfiche Avante 1 Laserfiche Named Users 4 Laserfiche Advanced Audit Trail 1 Laserfiche Public Portal 1 $22,800.00 Public Price 0-0.7 0 $1,000.00 $6,100.00. LSAP Total $4,560.00 5400,00 $000,00 $400.00 $A00.00 $600,00 $2,500.00 Price Si;000;po $4$0:00 $80,00 $.3,0.00;00 City of Lodi I LASF.RFICHF. C25 l Lai;erfiche Turnkey Soki lon Item Description Laserflche Software Professional Services Laserfiche LSAP Total Special Discount' 10% � 011* S I .00,1111HUIV NI)OVIM �301,111aHf• Price $22,800,00 $r,100.00 $4,560.00 $33,460.00 $3,346.00 Total 'urnhey solution $30,114,00 City of I.odl I LA`il RFICl•IF EXHIBIT C Insurance Requirements for Con tactor The Contractor shall take out and maintain dwing the life of this Agreement, insurance coverage as listed below, These Insurance policies shall pratect Contractor and any subcontractor performing work covered by this Agreement from claims for damages for personal Injury, including accidental death, as well as from claims for property damages, which may arise from Contractor's operations under this Agreement, whether such operations be by Contractor, or by any subcontractor, or by anyone directly or Indirectly employed by either of them, and the amount of such Insurance shall be as follows: I. 1C'QMPR5_EFNS1YE QENEIRAL LIABILITY $1,000,000 Each Occurrence $2,000,000 General Aggregate 2. CGMPRkH:FNSIVE AU'VOMC)BILE LIA13IL17Y $1,000,000 Combined Single Limit Such insurance shall cover liability arising out of any vehicle (Including, owned, hired and non -hired vehicles) operated in performing any and all services pursuant to this Agreement. Coverage shall be written on ISO form CA 00 01 12 90, or a later version, that provides liability coverage at least as broad as this form. 3. ERRORS AND OMISSIONS I TErellNOLOGY $3,000,000 Per Claim $6,000,000 Annual Aggregate Covering all acts, errors, omisslons, negligence, network security and privacy risks, Including but not limited to unauthorized access, failure of security, breach of privacy perils, wrongful disclosure, collection, or other negligence In the handling of confidential Information, privacy perils, and Including coverage for related regulatory defense and penalties; data breach expenses, and payable whether incurred by City of Lodi or Contractor, Including but not limited to consumer notification, whether or not required by law, computer forensic investigations, public relations and crisis management firm fees, credit file or identity monitoring or remediation services in the performance of services for, or on behalf of, City of Lodi. Such Insurance shall be maintained In force at all times during the term of the agreement and provide an Extended Reporting Period (ERP) for a period of one year thereafter, for services completed during the term of the agreement. All limits are to be designated strictly for the City of Lodi, its elected and appointed boards, commissions, officers, agents, employees, and volunteers, All deductibles or self-insured retentions (SIR) must be disclosed to City's RI -5k Manager for approval and shall not reduce the limits of liability set forth hereinabove. Insurance policies containing any deductible or SIR provision shall provide, or be endorsed to provide, that the deductible or SIR may be satisfied by either the Named Insured(s) or the City of Lodi, It Is required that any available Insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits set forth above, shall be available to City as an additional insured, Furthermore, the requirements for coverage and limits shall be (i) the minimum coverage and limits specified in these insurance requirements; or (II) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the Contractor; whichever Is greater. Contractor agrees and stipulates that any Insurance coverage provided to the City of Lodi shall provide for a claims period following termination of coverage which is at least consistent with the claims period or statutes of limitations found In the California Tort Claims Act (California Government Code Section 810 at seq.). A copy of the certificate(s) of Insurance with the following endorsements shall be furnished to the City: (a) 6ddltlonal Nary ed_tns_tirad_End-orsernent Pursuant to a separate endorsement (ISO form CO 2010 (11/85) or a later version, that provides liability coverage at least as broad as this form) such insurance as Is afforded by this policy shall also apply to the City of Lodi, Its elected and appointed boards, commissions, officers, agents, employees, and volunteers as additional named insureds. An additional named Insured endorsement is also required for Auto Liability. (b) Primary and Nord%;4n1r1r4or�! Iisrirapre Gnclorgemnnt Additional Insurance coverage under the Contractor's policy shall be "primary and non-contributory" and will not seek contribution from City's Insurance or self -Insurance and shall be at least as broad as ISO form CG 20 01 0413. Page 1 of 2 pages 0 Risk: rev.03.2016 —w,t� Insurance Eemilreinianto for Contractor (continued) NOTE: (1) The street address of the CiTY Or LORI must be shown along with (a) and (b) above: 221 West Pine Street, Lodi, California, 95240; (2) The Insurance certificate must state, on its face or as an endorsement, a description of the prolect hat it is insuring, (c) W1var of ,9ArnclQtlon Include a waiver of subrogatlon against the City of Lodi, Its elected and appointed boards, commissions, officers, agents, employees, and volunteers. A waiver Is required for General Liability and Auto Liability. (d) !- roils of Coverage The limlts of insurance coverage required may be satisfied by a combination of primary and umbrella or excess Insurance, Any umbrella or excess insurance of Contractor shall contain, or be endorsed to contain, a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of the City before the City's own insurance or self-insurance shall be called upon to protect the City as a named insured. (e) lav_erablilly o' f Interest,[ louse The term "Insured" is used severally and not collectively, but the inclusion herein of more than one Insured shall not operate to increase the limit of the company's liability. (f) 1!10-100 a f_Caiteellltipll UI CIiaE�a,IrLCeyerAqgyndors emeni This policy may not be canceled nor the coverage reduced by the company without 30 days' prior written notice of such cancellation or reduction in coverage to the Risk Manager, City of Lodi, 221 West Pine St., Lodi, CA 95240. (g)n II 7uR of Cpvgtt�tlg All policies shall be In effect on or before the first day of the Term of this Agreement. At least thirty (30) days prior to the expiration of each Insurance policy, Contractor shall furnish a certificate(s) showing that a new or extended policy has been obtained which meets the minimum requirements of this Agreement. Contractor shall provide proof of continuing Insurance on at least an annual basis during the Term. If Contractor's Insurance lapses or is discontinued for any reason, Contractor shall immediately notify the City and immediately obtain replacement Insurance. (h) 1-gllurn to Comply_ If Contractor fails or refuses to obtain and maintain the required Insurance, or falls to provide proof of coverage, the City may obtain the insurance. Contractor shall reimburse the City for premiums paid, with Interest on the premium paid by the City at the maximum allowable legal rate then in effect In California. The City shall notify Contractor of such payment of premiums within thirty (30) days of payment stating the amount paid, the nanwjs) of the insurer(s), and rate of interest, Contractor shall pay such reimbursement and interest on the first (f `) day of the month following the City's notice. Notwithstanding and other provision of this Agreement, if Contractor fails or refuses to obtain or maintain insurance as required by this agreement, or fails to provide proof of Insurance, the City may terminate this Agreement upon such breach, Upon such termination, Contractor shall Immediately cease use of the Site or facilities and commence and diligently pursue the removal of any and all of Its personal property from the site or facilities. QUOilfied Ins��r�(C j All insurance required by the terms of this Agreement must be provided by insurers licensed to do business In the State of California which are rated at least 'A-, VI" by the AM Best Ratings Guide, and which are acceptable to the City. Non -admitted surplus lines carriers may be accepted provided they are Included on the most recent list of California eligible surplus lines Insurers (LESLI list) and otherwise meet City requirements. Workers Coni_ac isation insurance The Contractor shall take out and maintain during the life of this Agreement, Worker's Compensation Insurance for all of Contractor's employees employed at the site of the project and, if any work is sublet, Contractor shall require the subcontractor similarly to provide Worker's Compensation Insurance for all of the latter's employees unless such employees are covered by the protection afforded by the Contractor. In case any class of employees engaged in hazardous work under this Agreement at the site of the project Is not protected under the Worker's Compensation Statute, the Contractor shall provide and shall cause each subcontractor to provide Insurance for the protection of said employees. A waiver of subrogation is required for workers compensation Insurance. This policy may not be canceled nor the coverage reduced without 30 days' prior written notice of such cancellation or reduction in coverage to the Risk Manager, City of Lodi, 221 West Pine St„ Lodi, CA 95240. NOTE: The City reserves the right to obtain a full certified copy of any Insurance policy or endorsements required. Failure to exercise this right shall not constitute a waiver of the City's right to exercise after the effective date. Page 2 1 of 2 pages Risk: rev,03.2016 C�� RESOLUTION NO. 2022-17 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH COMPLETE PAPERLESS SOLUTIONS, OF ANAHEIM, FOR SOFTWARE SUPPORT OF ELECTRONIC CONTENT MANAGEMENT SYSTEM WHEREAS, in 2016, Council awarded a Professional Services Agreement to Complete Paperless Solutions, of Anaheim, for software support of the City's electronic content management system; and WHEREAS, the original agreement and extensions have now expired; and WHEREAS, due to Complete Paperless Solutions' excellent service, staff recommends executing an amendment to extend the term for an additional five years; and WHEREAS, Complete Paperless Solutions has maintained the same price per unit since the original Professional Services Agreement in 2016. Electric Utility Department has added two named users to the original contract, for an additional $240 per year. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the City Manager to execute an amendment to the Professional Services Agreement with Complete Paperless Solutions, of Anaheim, California, for software support of the City's electronic management system, thereby extending the term by five years, in the amount of $23,600; and BE IT FURTHER RESOLVED, pursuant to Section 6.3q of the City Council Protocol Manual (adopted 11/6/19, Resolution No. 2019-223), the City Attorney is hereby authorized to make minor revisions to the above -referenced document(s) that do not alter the compensation or term, and to make clerical corrections as necessary. Dated: January 19, 2022 I hereby certify that Resolution No. 2022-17 was passed and adopted by the City Council of the City of Lodi in a regular meeting held January 19, 2022, by the following vote: AYES: COUNCIL MEMBERS — Hothi, Khan, Kuehne, Nakanishi, and Mayor Chandler NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None PAMELA M. FARRIS Assistant City Clerk 2022-17