HomeMy WebLinkAboutCPS Complete Paperless Solutions, LLC - Laserfiche - Archival Records Retention - 2023AGREEMENT
BY AND BETWEEN
THE CITY OF NATIONAL CITY
AND
COMPLETE PAPERLESS SOLUTIONS, LLC (CPS)
THIS AGREEMENT is entered into on this 1st day of August, 2023, by and between the CITY
OF NATIONAL AL CITY, a municipal corporation (the "CITY"), and COMPLETE PAPERLESS
SOLUTIONS, LLC (CPS), (the "CONSULTANT").
RECITALS
WHEREAS, the CITY desires to employ a CONSULTANT T to provide professional
services for records and archival records retention, and the set-up and design of Enterprise Content
Management System.
WHEREAS, the CITY has determined that the CONSULTANT is duly licensed and is
qualifiedby experience and ability to perform the services desired by the CITY, and the
CONSULTANT is willing to perform such services.
NOW, THEREFORE, THE PARTIES HERETO DO MUTUALLY AGREE AS
FOLLOWS:
1. ENGAGEMENT OF CONSULTANT. The CITY agrees to engage the
CONSULTANT to provide the City with the services described in the Scope of Services attached
hereto as Attachment "A" and the CONSULTANT agrees to perform the services set forth here in
accordance with all terms and conditions contained herein.
The CONSULTANT represents that all services shall be performed directly by the
CONSULTANT T or under direct supervision of the CONSULTANT.
2. EFFECTIVE DATE AND LENGTH of AGREEMENT. T. This Agreement will
become effective on August 1, 2023. The duration ofthis Agreement is for the period of August
1, 2023 through August 1, 2026. Completion dates or time durations for specific portions of the
project are set forth in Attachment "A." This Agreement may be extended by mutual agreement
upon the same terms and conditions for an additional one (1) year term. The Parties may exercise
up to three one-year extensions. Any extension of this Agreement must be approved in writing by
City Manager.
3. SCOPE OF SERVICES. The CONSULTANT will perform services as set forth
in the attached Exhibit "A".
The CONSULTANT shall be responsible for all research and reviews related to the
work and shall not rely on personnel of the CITY for such services, except as authorized in advance
by the CITY. The CONSULTANT shall appear at meetings specified in Attachment "A" to keep
staff and City Council advised of the progress on project.
The CITY may unilaterally, or upon request from the CONSULTANT, T, from time
to time reduce or increase the Scope of Services to be performed by the CONSULTANT SULTA1 T under
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this Agreement. Upon doing so, the CITY and the CONSULTANT agree to meet in good faith
and confer for the purpose of negotiating a corresponding reduction or increase in the
compensation associated with said change in services.
4. PROJECT COORDINATION AND SUPERVISION. Shelley Chapel, CIO,
Clerk hereby is designated as the Project Coordinator for the CITY and will monitor the progress
and execution of this Agreement. The CONSULTANT T shall assign a single Project Director to
provide supervision and have overall responsibility for the progress and execution of this
Agreement for the CONSULTANT. Jamie Dunn, Vice -President and Executive Coordinator
thereby is designated as the Project Director for the CONSULTANT.
5. COMPENSATION AND PAYMENT. The compensation for the
CONSULTANT shall be based on monthly billings covering actual work performed. Billings shall
include labor classifications, respective rates, hours worked and also materials, if any. The total
cost for all work described in Attachment "A" shall not exceed Eighty -Two Thousand Dollars
($820O0.00)for the initial conversion from Quests to Laserfiche. The annual license and support
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services cost will be $5,875 and the annual support ser i e o th e ars_wili_ . t_exceed_
Twenty Thousand Dollars ($20,000). Monthly invoices will be processed for payment and remitted
within thirty days from receipt of invoice, provided that work is accomplished consistent with
Attachment "A" as determined by the CITY,
All pricing is based off National Cooperative Purchasing Alliance (NCPA)
Contract #11-25 which is a comptetitive bid government contract. NCPA is a leading national
government purchasing cooperative working to reduce the cost of goods and services b. leveraging
the purchasing power of public agencies.
The CONSULTANT SULTANT agrees to allow the City and other public agencies in the State
of California to purchase additional items, at the same terms and conditions in this Agreement,
during the period of time that this bid is in effect.
The CONSULTANT T shall maintain all books, documents, papers, employee time
sheets, accounting records, and other evidence pertaining to costs incurred, and shall make such
materials available at its office at all reasonable times during the term of this Agreement and for
three years from the date of final payment under this Agreement, for inspection by the CITY,
and for furnishing of copies to the CITY, if requested.
6. ACCEPTABILITY OF WORK. The CITY shall decide any and all questions
which may arise as to the quality or acceptability of the services performed and the manner of
performance, the acceptable completion of this Agreement, and the amount ofcpensation due.
In the event the CONSULTANT and the -CITY cannot agree to the quality or acceptability of the
work, the manner of performance and/or the compensation payable to the CONSULTANT T in this
Agreement, the CITY or the CONSULTANT shall give to the other written notice. Within ten(10)
business days, the CONSULTANT T and the CITY shall each prepare a report which supports their
position and file the same with the other party. The CITY shall, with reasonable diligence,
determine the quality or acceptability f the work, the manner of performance and/or the
compensation payable to the CONSULTANT.
7. DISPOSITIONAND OWNERSHIP OF DOCUMENTS. The Memoranda,
Reports, Maps, Drawings, Plans, Specifications, and other documents prepared by the
CONSULTANT for this project, whether paper or electronic, shall: 1 be free from defects;(2)
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become the property of the CITY for use with respect to this project; and shall be turned over
to. the CITY upon completion of the project, or any phase thereof, as contemplated by this
Agreement. _
Contemporaneously .with the transfer of documents, the CONSULTANT hereby
assigns to the CITY, and CONSULTANT thereby expressly waives and disclaims any copyright
in, and the right to reproduce, all written material, drawings, plans, specifications, or other work
prepared under this Agreement, except upon the CITY' S prior authorization regarding
reproduction, which authorization shall not be unreasonably withheld. The CONSULTANT shall,
upon request of the CITY, execute any further document(s) necessary to further effectuate this
waiver and disclaimer.
The CONSULTANT agrees that the CITY may use, reuse, alter, reproduce, modify,
assign, transfer, or in any other way, medium, or method utilize the CONSULTANT'S written
work product for the CITY' S purposes, and the CONSULTANT expressly waives and disclaims
any residual rights granted to it by Civil Code Sections 980 through 989 relating to intellectual
property and artistic works.
Any modification or reuse by the CITY of documents, drawings, or specifications
prepared la G S L = T NT- i -1 = l-i e th O -L-J1T I I-T from liability under-Seetion 14,
but only with respect to the effect of the modification or reuse by the CITY, or for any liability to
the CITY should the documents be used by the CITY for some project other than what was
expressly agreed upon within the Scope of Services of this project, unless otherwise mutually
agreed.
8. INDEPENDENT CONSULTANT. Both parties hereto in the performance of this
Agreement will be acting in an independent capacity and not as agents, employees, partners, or
joint venturers with one another. Neither the CONSULTANT nor the CONSULTANT'S
employees are employees of the CITY, and are not entitled, to any of the rights, benefits, or
privileges of the CITY' S employees, including but not limited to retirement, medical, unemploy-
ment, or workers' compensation insurance.
This Agreement contemplates the personal services of the CONSULTANT and
the CONSULTANT'S employees, and it is recognized by the parties that a substantial inducement
to the CITY for entering into this Agreement was, and is, the professional reputation and
competence of the CONSULTANT and its employees. Neither this Agreement, nor any interest
herein, may be assigned by the CONSULTANT without the prior written consent of the CITY.
Nothing herein contained is intended to prevent the CONSULTANT from employing or hiring as
many employees, or SUBCONSULTANTS, as the CONSULTANT may deem necessary for the
proper and efficient performance of this Agreement. All agreements by CONSULTANT with its
SU CONSULTANT S shall require the S C N S LTANT S to adhere to the applicable
terms of this Agreement.
9. CONTROL. OL. Neither the CITY, nor its officers, agents, or employees shall have
any control over the conduct of the CONSULTANT or any of the CONSULTANT'S S employees,
except as set, forth in this Agreement. The CONSULTANT, or the CONSULTANT'S agents,
servants, or employees are not in any manner agents, servants, or employees of the CITY. The
CONSULTANT and its agents, servants, and employees are wholly independent from the CITY
and CONSULTANT'S obligations to the CITY are solely prescribed by this Agreement.
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10. COMPLIANCE WITH APPLICABLE LAW. The CONSULTANT, in the
performance ofthe services to be providedherein, shall comply with all applicable state and federal
statutes and regulations, and all applicable ordinances, rules, and regulations of the City of
National City, whether now in force or subsequently enacted. The CONSULTANT and each of its
SU CONSULTANT S , shall obtain and maintain a current City ofNational City business license
prior to and during performance of any work pursuant to this Agreement..
11. LICENSES, PERMITS, ETC. The CONSULTANT represents and covenants
that it has all licenses, permits, qualifications, and approvals of whatever nature that are legally
required to practice its profession. CONSULTANT must promptly produce a copy of any such
license, permit, or approval to CITY upon request. The CONSULTANT represents and covenants
that the CONSULTANT shall, at its sole cost and expense, keep in effect at all times during the
term , of this Agreement, any license, permit, or approval which is legally required for the
CONSULTANT to practice its profession.
12. STANDARD OF CARE.
A. The CONSULTANT, in gay r i u derrthisJkgreement,
shall perform. in a manner consistent with that level ofcare and skill ordinarily exercised by
members of the CONSULTANT'S trade or profession currently practicing under similar
conditions and in similar locations. The CONSULTANT shall take all special precautions
necessary to protect the CONSULTANT'S employees and members of the public from risk of
harm arising out of the nature of the work and/or the conditions of the work site.
B. Unless disclosed in writing prior to the date of this Agreement, the
CONSULTANT warrants to the CITY that it is not now, nor has it for the five 5 years preceding,
been debarred by a governmental agency or.. involved in debarment, arbitration or litigation
proceedings concerning the CONSULTANT'S professional performance or the furnishing of
materials or services relating thereto.
C. The CONSULTANT is responsible for identifying any unique products,
treatments, processes or materials whose availability is critical to the success of the project the
CONSULTANT has been retained to perform, within the time requirements of the CITY, or, when
no time is specified, then within a commercially reasonable time. Accordingly, unless the
CONSULTANT has notified the CITY otherwise, the CONSULTANT warrants that all products,
materials, processes or treatments identified in the project documents prepared for the CITY are
reasonably commercially available. Any failure by the CONSULTANT to use due diligence under
this sub -section will render the CONSULTANT liable to the CITY for any increased costs that
result from the CITY' S later inability to obtain_ the specified items or any reasonable substitute
within a price range that allows for project completion in the time frame specified or, when not
specified, then within a commercially reasonable time.
13. NON-DISCRIMINATION PROVISIONS. The CONSULTANT shall not
discriminate against any employee or applicant for employment because of age, race, color,
ancestry, religion, sex, sexual orientation, marital status, national origin, physical handicap, or
medical condition. The CONSULTANT will take positive action to insure that applicants are
employed without regard to their age, race, color, ancestry, religion,sex, sexual orientation, marital
status, national origin, physical handicap, or medical condition. Such action shall include but not
be limited to the following: employment, upgrading, demotion, transfer, recruitment or recruitment
advertising, layoff or termination, rates of pay or other forms of compensation, andselection for
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training, including apprenticeship. The CONSULTANT agrees to post in conspicuous places
available to employees and applicants for employment any notices provided by the CITY setting
forth the provisions of this nor -discrimination clause.
14. CONFIDENTIAL INFORMATION. The CITY may from time to time
communicate to the CONSULTANT certain confidential information to enable the
CONSULTANT to effectively perform the services to be provided herein. The CONSULTANT
shall treat all such information as confidential and shall not disclose any part thereof without the
prior written consent of the CITY. The CONSULTANT shall limit the use and circulation of such
information, even within its own organization, to the extent necessary to perform the services to
be provided herein. The foregoing obligation of this Section 14, however, shall not apply to ally
part of the information that (i) has been disclosed in publicly available sources of information; (ii)
is, through no fault of the CONSULTANT, hereafter disclosed in publicly available sources of
information; (iii) is already in the possession of the CONSULTANT without any obligation of
confidentiality; or (iv) has been or is hereafter rightfully disclosed to the CONSULTANT T by a
third party, but only to the extent that the use or disclosure thereof has been or is rightfully
autharize.dliy_thatilliaLparty,
The CONSULTANT shall not disclose any reports, recommendations, conclusions
or other results of the services or the existence of the subject matter ofthis Agreement without the
prior written consent of the CITY. In its performance hereunder, the CONSULTANT shall comply
with all legal obligations it may now or hereafter have respecting the information or other property
of any other person, firm or corporation.
CONSULTANT T shall be liable to CITY for any damages caused by breach of this
condition, pursuant to the provisions of Section 15.
15. INDEMNIFICATION AND HOLD HARMLESS. To the maximum extent
provided by law, The CONSULTANT agrees to defend, indemnify and hold harmless the City of
National City, its officers, officials, agents, employees, and volunteers against and from any and
all liability, loss, damages to property, injuries to, or death of any person or persons, and all claims,
demands, suits, actions, proceedings, reasonable attorneys' fees, and defense costs, of any kind or
nature, including workers' compensation claims, of or by anyone whomsoever, resulting from or
arising out of the CONSULTANT'S performance or other obligations under this Agreement;
provided, however, that this indemnification and hold harmless shall not include any claims or
liability arising from the established sole negligence or willful misconduct of the CITY, its agents,
officers, employees or volunteers. CITY will cooperate reasonably in the defense of any action,
,
and CONSULTANT shall employ competent counsel, reasonably acceptable to the City Attorney.
The indemnity, defense, and hold harmless obligations contained herein shall
survive the termination of this Agreement for any alleged or actual omission, act, or negligence
under this Agreement that occurred during the term of this Agreement.
16. EMPLOYEE PAYMENTS AND INDEMNIFICATION.
16.1 PERS Eligibility Indemnification. If C 1 SULT I T's employee(s) providing
services under this Agreement claims, or is determined by a court of competent jurisdiction or the
California Public Employees Retirement System "PETS" to be eligible for enrollment in PERS
of the CITY, CONSULTANT shall indemnify, defend, and hold harmless CITY for the payment
of any employer and employee contributions for PENS benefits on behalf of the employee as well
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as for payment of any penalties and interest on such contributions which would otherwise be the
responsibility of the CITY.
CONSULTANT'S employees providing service under this Agreement shall not:
(1) qualify for any compensation and benefit under PERS; 2 be entitled to any benefits under
PERS; enroll in PERS as an employee of CITY; (4) receive any employer contributions paid
by CITY for PERS benefits; or be entitled toany other PERS-related enef i that would accrue
to a CITY employee. CONSULTANT's employees hereby waive any claims to benefits or
compensation described in this Section 16. This Section 16 applies to CONSULTANT
notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the
contrary.
16.2 Limitation of CITY Liability. The paymentmade to CONSULTANT under this
Agreement shall be the full and complete compensation to which CONSULTANT and
CONSULTANT's officers, employees, agents, and subconsultants are entitled for performance of
any work under this Agreement. Neither CONSULTANT nor CONSULTANT's officers,
emplo ees, agents, and subconsultants are entitled to any salary or wages or retirement, health,
leave or other fringe benefits applicable to CITY employees. The CITY will not make any federal
or state tax withholdings on behalf of CONSULTANT. The CITY shall not be required to pay any
workers' compensation insurance on behalf of CONSULTANT.
T.
16.3 Indemnification for Employee Payments. CONSULTANT SULTAI T, agrees to defend and
indemnify the CITY for any obligation, claim, suit, or demand for tax, retirement contribution
including any contribution to PERS, social security, salary or wages, overtime payment, or
workers' compensation payment which the CITY may be required to make on behalf of(1)
CONSULTANT, SULTAI T, 2 any employee of CONSULTANT, or any employee of CONSULTANT
construed to be an employee of the CITY, for work performed under this Agreement. This is a
continuing obligation that survives the termination of this Agreement.
17. WORKERS' COMPENSATION. The CONSULTANT shall comply with all of
the provisions of the Workers' Compensation Insurance and Safety Acts of the State of California,
the applicable provisions of Division 4 and 5 of the California Labor Code and all amendments
thereto; and all similar State or federal acts or laws applicable; and shall indemnify, and hold
harmless the CITY and its officers, employees, and volunteers from and against all claims,
demands, payments, suits, actions, proceedings, and judgments of every nature and description,
including reasonable attorney's fees and defense costs presented, brought or recovered against the
CITY or its officers, employees, or volunteers, for or on account of any liability under any of said
acts which may be incurred by reason of any work to be performed by the CONSULTANT SULTAI T under
this Agreement.
18. INSURANCE. . The CONSULTANT, at its sole cost and expense, shall purchase
and maintain, and shall require its S CONSULTAI T S , when applicable, to purchase and
maintain throughout the term of this Agreement, the following insurance policies:
A. El If checked, Professional Liability Insurance (errors and omissions)
with minimum limits of $1,000,000 per occurrence.
B. Automobile Insurance covering all bodily injury and property damage
incurred during the performance of this Agreement, with a minimum coverage of $1,000,000
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combined single limit per accident. Such automobile insurance shall include owned, non -owned,
and hired vehicles. The policy shall name the CITY and its officers, agents, employees, and
volunteers as additional insureds, and a separate additional insured endorsement shall be provided.
C. Commercial General Liability Insurance, with minimum limits of either
$2,000,000 per occurrence and $4,000,000 aggregate, or $1,000,000 per occurrence and
$2,000,000 aggregate with $2,000,000 umbrella policy, covering all bodily injury and property
damage arising out of its operations, work, or performance under this Agreement. The policy shall
name the CITY and its officers, agents, employees, and volunteers as additional insureds, and a
separate additional insured endorsement shall be provided. The general aggregate limit must apply
solely to this "project" or "location". The "project" or "location" should be noted with specificity
on an endorsement that shall be incorporated into the policy.
D. Workers' Compensation Insurance in an amount sufficient to meet
statutory requirements covering all of CONSULTANT' S employees and employers' liability
insurance with limits of at least $1,000,000 per accident. In addition, the policy shall be endorsed
with a waiver of subrogation in favor of the CITY. Said endorsement shall be provided prior to
commencement of work under this Agreement.
L C-O_N_SULT NT has no-emp.1-o e ssubject-to the California Worker-s'
Compensation and Labor laws, CONSULTANT shall execute a Declaration to that effect. Said.
Declaration shall be provided to CONSULTANT by CITY.
E. The aforesaid policies shall constitute primary insurance as to the CITY, its
officers, officials, employees, and volunteers, so that any other policies held by the CITY shall not
contribute to any loss under said. insurance. Said policies shall provide for thirty .0 days prior
written notice to the CITY's Risk Manager, at the address listed in subsection G below, of
cancellation or material change.
F. If required insurance coverage is provided on a "claims made" rather than
"occurrence" form, the CONSULTANT shall maintain such insurance coverage for three years
after expiration of the term (and any extensions) of this Agreement. In addition, the "retro" date
must be on or before the date of this Agreement,
shall be:
�d The Certificate Holder for all policies of insurance required by this Section
City of National City
co Risk Manager
1243 National City Boulevard
National City, CA 1 0-4 7
H. Insurance shall be written with only insurers authorized to conduct business
in California that hold a current policy holder's alphabetic and financial size category rating of not
less than :WII according to the current Best's Key Rating Guide, or a company of equal financial
stability that is approved by the CITY' S Risk Manager. In the event coverage is provided by non -
admitted. "surplus lines" carriers, they must be included on the most recent List of Approved
Surplus Line Insurers "LA.LI" and otherwise meet rating requirements.
This Agreement shall not take effect until certificates or other sufficient
proof that these insurance provisions have been complied with, are filed with and approved by the
CITY' S Risk Manager. If the CONSULTANT does not keep all insurance policies required by
this Section 18 in full force and effect at all times during the term of this Agreement, the CITY
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may treat the failure to maintain the requisite insurance as a breach of this Agreement and terminate
the Agreement as provided herein.
J. All deductibles and self -insured retentions in excess of $10,000 must be
disclosed to and approved by the CITY. CITY reserves the right to modify the insurance
requirements ofthis Section 18, including limits, based on the nature of the risk, prior experience,
insurer, coverage, or other special circumstances.
K. If the CONSULTANT maintains broader coverage or higher limits (or both)
than the minimum limits shown above, the CITY shall be entitled to the broader coverage or higher
limits (or both) maintained by the CONSULTANT. T. Any available insurance proceeds in excess of
the specified minimum limits of insurance and coverage shall be available to .the CITY.
19. LEGAL FEES. If any party brings a suit or action against the other party arising
from any breach of any of the covenants or agreements or any inaccuracies in any of the
representations an.d warranties on the part of the other party arising out of this Agreement, then in
that event, the prevailing party in such action ordispute, whether by final judgment or out -of -court
settlement, shall be entitled to have and recover of and from the other party all costs and expenses
of suit, including attorneys' fees.
For purposes of determining who is to be considered the prevailing party, it is stipulated
that attorney's fees incurred in the prosecution or defense of the action or suit shall not be
considered in determining the amount of the judgment or award. Attorney's fees to the prevailing
party if other than the CITY shall, in addition, be limited to the amount of attorney's fees incurred
by the CITY in its prosecution or defense of the action, irrespective of the actual amount of
attorney's fees incurred by the prevailing party.
20. TERMINATION.
A. . This Agreement may be terminated with or without cause by the CITY.
Termination without cause shall be effective onlyupon 6 -day' s written notice to the
CONSULTANT. During said 0-day period the CONSULTANT shall perform all services in
accordance with this Agreement.
B. This Agreement may also be terminated immediately by the CITY for cause
in the event of a material breach of this Agreement, misrepresentation by the CONSULTANT in
connection with the formation of this Agreement or the performance of services, or the failure to
perform services as directed by the CITY.
C. Termination with or without cause shall be effected by delivery of written
Notice of Termination to the CONSULTANT T as provided for herein.
D. in the event of termination, all finished or unfinished Memoranda Reports,
Maps, Drawings, Plans, Specifications and other documents prepared by the CONSULTANT,
SULTAI T,
whether paper or electronic, shall immediately become the property of and be delivered to the
CITY, and the CONSULTANT shall be entitled to receive just andequitable compensation for
any work satisfactorily completed on such documents and other materials up to the effective date
of the Notice of Termination, not to exceed the amounts payable hereunder, and less any damages
caused the CITY by the CONSULTANT'S breach, if any. Thereafter, ownership of said written
material shall vest in the CITY all rights set forth in Section 7.
E. The CITY further reserves theright to immediately terminate this
Agreement upon: 1 the filing of a petition in bankruptcy y affecting the CONSULTANT; 2 a
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reorganization of the CONSULTANT for.the benefit of creditors; or a business reorganization,
change in business name or change in business status of the CONSULTANT.
21. NOTICES. All notices or other communications required or permitted hereunder
shall be in writing, and shall be personally delivered; or sent by overnight mail (Federal Express
or the like); or sent by registered or certified mail, postage prepaid, return receipt requested; or
sent by ordinary mail, postage prepaid; or telegraphed or cabled; or delivered or sent by telex,
telecopy, facsimile or fax; and shall be deemed received upon the earlier of (I) if personally
delivered, the date of delivery to the address of the person to receive such notice, (ii) if sent by
overnight mail, the business day following its deposit in such overnight mail facility, (iii) if mailed
by registered, certified or ordinary mail, five 5 days (ten (10) days if the address is outside the
State of California) after the date of deposit in a post office, mailbox, mail chute, or other like
facility regularly maintained by the United States Postal Service, (iv) if given by telegraph or cable,
when delivered to the telegraph company with charges prepaid, or (v) if given by telex, telecopy,
facsimile or fax, when sent. Any notice, request, demand, direction or other communication
delivered or sent as specified above shall be directed to the following persons:
To CITY: Shelley Chapel, MMC
City Clerk
City Clerk's Office
City of National City
1243 National City Boulevard
National City, CA 9195 -4 9 '
To CONSULTANT:
Janie Dunn, vice -President - Sales
Executive Coordinator of Project
Complete Paperle s Solutions (CPS)
5031 E. La Palma Avenue, Suite 206
Anaheim, CA 92807
Notice of change of address shall be given by written notice in the manner specified
in this Section. Rejection or other refusal to accept or the inability to deliver because of changed
address of which no notice was given shall be deemed to constitute receipt of the notice, demand,
request or communication sent. Any notice, request, demand, direction or other communication
sent by cable, telex, telecopy, facsimile or fax must be confirmed within forty-eight 4 hours by
letter mailed or delivered as specified in this Section.
22. CONFLICT OF INTEREST AND POLITICAL REFORM ACT
OBLIGATIONS. During the term of this Agreement, the CONSULTANT SULTANT shall not perform
services of any kind for any person or entity whose interests conflict in any way with those of the
City of National City. The CONSULTANT also agrees not to specify any product, treatment,
process pr material for the project in which the CONSULTANT has a material financial .cial interest,
either direct or indirect, without first notifying the CITY of that fact. The CONSULTANT shall at
all times comply with the terms of the Political Reform Act and the National City Conflict of
Interest Code. The CONSULTANT shall immediately disqualify itself and shall not use its official
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position to influence in any way any matter coming before the CITY in which the CONSULTANT
has a financial interest as defined in Government ent Code Section 87103. The CONSULTANT
represents that it has no knowledge of any financial interests that would require it to disqualify
itself from any matter on which it might perform services for the CITY.
If checked, the CONSULTANT shall comply with all of the reporting
requirements ofthe Political Reform Act and the National City Conflict of Interest Code.
Specifically, the CONSULTANT shall file a Statement of Economic Interests with the City Clerk
of the City ofNational City in a timely manner on forms which the CONSULTANT shall obtain
from the City Clerk.
The CONSULTANT shall be strictly liable to the CITY for all damages, costs or
expenses the CITY may suffer by virtue of any violation of this Section 22 by the CONSULTANT.
23. PREVAILING WAGES. State prevailing wage rates may apply to work
performed under this Agreement. State prevailing wages rates apply to all public works contracts
as set forth in California Labor Code, including but not limited to, Sections 1720, 1720.2, 1 20. ,
172044, and 1771. CONSULTANT is solely responsible to determine if State prevailing wage rates
apply and, if applicable, my such rates in accordance � h rdinan e , and
regulations.
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24. ADMINISTRATIVE PROVISIONS.
A. Computation of Time Periods. If any date or time period provided for in
this Agreement is or ends on a Saturday, Sunday or federal, state or legal holiday, then such date
shall automatically be extended until 5:00 p.m. Pacific Time of the next day which is not a
Saturday, Sunday or federal, state, or legal holiday.
B. Counterparts. This Agreement may be executed in multiple counterparts,
each of which shall be deemed an original, but all of which, together, shall constitute but one and
the same instrument.
C. Captions. Any captions to, or headings of, the sections or subsections of
this Agreement are solely for the convenience of the parties hereto, are not a part of this
Agreement, and shall not be used for the interpretation or determination of the . validity of this
Agreement or any provision hereof.
D. No b i ation to Third Parties. Except as otherwise expressly provided
herein, the execution and delivery of this Agreement shall not be deemed to confer any rights upon,
or obligate any of the parties hereto, to any person or entity other than the parties hereto.
- E. Exhibits and Schedules. The Exhibits and Schedules attached hereto are
hereby incorporated herein by this reference for all purposes. To the extent any exhibits, schedules,
or provisions thereof conflict or are inconsistent with the terms and conditions contained in this
Agreement, the terms and conditions of this Agreement shall control.
F. Amendment to this Agreement. The terms of this. Agreement may not be
modified or amended except by an instrument in writing executed by each of the. parties hereto.
G. Assignment & Assumption of Rights. CONSULTANT shall not assign this
Agreement, in whole or in part, to any other party without first obtaining the written consent of
CITY.
I. Waiver. The waiver or failure to enforce any provision of this Agreement
shall not operate as a waiver of any future breach of any such provision or any other provision
hereof.
Standard Agreement
Revised February 2023
Page 10 12
Page 58 of 253
City of National City and
Complete Paperk ss Solutions (CPS)
I. Applicable Law. This Agreement shall be governed by and construed in
accordance with the laws of the State of California. The venue for any legal action arising under
this Agreement shall be in either state or federal court in the County of San Diego, State of
California.
J. Audit. If this Agreement exceeds ten -thousand dollars ($10,000), the parties
shall be subject to the examination and audit of the State Auditor for a period of three years
after final payment under the Agreement, per Government Code Section 8546.7.
K. Entire Agreement. This Agreement supersedes any prior agreements,
negotiations and communications, oral or written, and contains the entire agreement between the
parties as to the subject matter hereof. No subsequent agreement, representation, or promise made
by either party hereto, or by or to an employee, officer, agent or representativeof any party hereto
shall be of any effect unless it is in writing and executed by the party to be bound thereby.
L. Successors and Assigns. This Agreement shall be binding upon and shall
inure to the benefit of the successors ,and assigns of the parties hereto.
M. Subcontractors or Subconsultants. The CITY is engaging the services of the
CONSULTANT identified in this Agreement. The CONSULTANT shall not subcontract any
porti on of theivoric .tl .g_waa oLthe_origin.lsprepos.al r is_alkiwed_by
the CITY in writing. In the event any portion of the work under this Agreement is subcontracted,
the subconsultant(s) shall be required to comply with and agree to, for the benefit of and in favor
of the CITY, both the insurance provisions in Section 18 and the indemnification and hold harmless
provision of Section 15 of this Agreement.
N. Construction. The parties acknowledge and. agree that i each party is of
equal bargaining strength, (ii) each party has actively participated in the drafting, preparation and
negotiation of this Agreement, (iii) each such party has consulted with or has had the opportunity
to consult with its own, independent counsel and such other professional advisors as such party
has deemed appropriate, relative to any and all matters contemplated under this Agreement, (iv)
each party and such party' s counsel and advisors have reviewed this Agreement, (v) each party
has agreed to enter into this Agreement following such review and the rendering of such advice,
and (vi) any rule or construction to theeffect that ambiguities are to be resolved against the drafting
party shall not apply in the interpretation of this Agreement, or any portions hereof, or any
amendments hereto.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date
and year first above written.
Standard Agreement
Revised February 2023
Page 11 of 12
Page 59 of2 3
City ofNational City and
Complete P perl ss Solutions (CPS)
CITY OF NATIONAL CITY
By:
Ben Martinez, Interim
ty Manager
APPROVED TO FORM:
By:
Barry J. S
City Attorney
"
Standard Agreement
Revised February 2023.
COMPLETE PAPERLESS SOLUTIONS
(Corporation - signatures of two corporate officers required)
(Partnership or Sole proprietorship - one signature)
James Dunn
VP of Sales
(Title)
By:
(Name)
(Print)
(Title)
Page 12 12
Page 60 of 253
City of National City and
Complete Paper!ess Solutions (CPS)
ATTACHMENT A
Scope of Services
§cpyrogrpf r
Scope Description
The scope of this project consists of the set-up and design of Laserfiche Avante Full SQL Server
including workflow on premises. The set-up will include 15 named full users including thin client,
Email, Snapshot and Form Essentials, Starter Public Portal with 10 concurrent retrieval views,
Laserfiche Connector, Project Management, Installation and Setup, Taxonomy y and Design,
Training: Admin Level I, End User Training, Questys Data Conversion. Set up services includes
configuration of the Laserfiche software, consultation and configuration of the repository structure
and design based on the Customer's retention policies, and the conversion of the existing Questys
database. Multiple end user training classes will be included as well as separate trainings for
Admin, Workflows and Forms, as well as Quick Fields.
Scope Definition
The following scope of the project includes:
Project Management - Days
Initial Project Planning
• Review of project requirements, project plan creation, timeline development, and
resource allocation
Project Management
• Professional projectmanagement services from Complete Paperless Solutions
Project plan development
4 Kick off meeting
Project status meetings
• Project status updates
• Documentation
• Solution documentation
• Training documentation
Training Days
• Laserfiche server, client, import and scanning, and business process components
Import and Capture Training
Laserfiche Scanning
4. Import Agent
Search and Retrieval Training
Laserfiche thin and thick Client
Laserfiche Administrator Training
Security
User configuration
• Volume configuration
IT
• Laserfiche Workflow and Forms Training
Workflow Designer
Page 61 of 253
ATTACHMENT
+•• Forms Designer
• Laserfiche ui l Fields Training
Creation and design of Quick Fields sessions
Installation, Repository Design and Configuration — 3 Days
• Retention Policies
• Folder Structure
• Naming Convention (Taxonomy)
• Template and Field Design
• User License Allocation and Security
Storage Volumes
• Public Portal Design
Conversion ^ Questys
• Data
• No retention
• No annotations
Project Contingency
Additional project time to account for unforeseen tasks or time necessary to complete in scope
requirements. No specific forms or workflows have been included in this Scope of Work and would
need to be purchased separately.
Page 62 of 253
Laseriche®
Run Smarter'
•
LASERFICHE AVANTE ON -PREMISE PROPOSAL
City of National City
Ltsu,'dslhi Lit
SiIW1 DN PROVIDER
BY COMPLETE PAPERLES SOLUTIONS ANAHEIM, CALIFORNIA
Page 63 of 253
cps
ess
SolutioCompinsete Paperl
CT) J:011kTeD-4 !I'/ram SrATEA3 Laserfiche
5031 E. La Palma Avenue, Suite 206
Anaheim, CA 92807
tel: -6 1.-2 25 fax: 714-716-8215
tiw ww.cps 47.corn
Letter of Transmittal
March 29th 2023
City of National City
1243 National City Blvd
National City, CA 91950
Dear Shelley,
We are pleased to submit the attached proposal for the Laserfiche Avante On -Premise Solution with 15
Named Users with Starter Public Portal. Complete Paperless Solutions, 1,1C (CPS), located in Anaheim, is a
Platinum Certified Solution Provider (SP) of the award -winning LaserficheTM Enterprise Content Management
solution as well as a respected systems integrator and consultancy.
CPS helps Local Agencies like the City of National City to meet the challenge of providing a greater
transparency by making information publicly accessible and streamlining public records request with DoD
5015.2 -certified records management and Trusted Systems while simultaneously working in a high -demand,
electronic records -intensive environment.
Our support and professional services team has over eighty years combined experience with the proposed
services and solution and is currently maintaining over one hundred and thirty similar systems in the United
States,
We would be pleased to discuss any aspect of this proposal and to provide additional information related to
our proposed solution or ability to deliver.
We look forward to your positive review of this proposal and to answering any questions that may arise.
Sincerely,
Jamie Dunn
Vice President of Sales
cps
Complete Paperless
Solutions
Page 64 of 253 City of National City
Table of Contents
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1. Company Profile a s■ • s• i s .. f s f a r s e a a a s f r a> r******* fi e* 0. F 4 4 4 i•******•## f i@ 4# s r•**** f a fi ■ i f. s0 f fi i 3
a. Organization Chart ii*ii,i.i*e tutum, ****...• 1111-044ri*...4.ai
*.ea 11410144111000010011111140
b. Project Team •eeii*s4lfi.ri .r*s4 fmaiiass" niia.s.
2. Support and Maintenance............ •••i••s.fs*.r..
a.Support Contact Information mmelmarnAMOU'Oft *************** 4 * mi0241 *** ■a
b. Basic Support Level *fi*i..*1l
■411a0*4•aa*i.***111**.*a**.s. I ... 0600000 • 4******S o
.•au.*aa
■.....■.i.....us
•.*af.*a.*•4• ■..7♦*.*.ii**•*� - 10
c. Priority Support Level el i...•s...s..a i*..**.a.sid....i..sr.fa• sa 10
d. CPS VIP Sup.port t Lem. s0E11auaisaal;IWWWas1I..aaaiRA•LLB saaaaaa.assa aiawus4..ss•aas.4i.s.41kILJ 411.1***44.rrtr4ar4.u.raaa.aua:are:aasaa.0 aa.a4.1 1
3. Cluestys to Laserfiche Conversion.*****#J*.see•*.. Si* ............******••a.*M *
a. Document Conversion •4ii*•i4f•ia*a b.•5..if _ j.i......1L1. I_ 4
•4Y...NI **e00**i009s.** 1 1
b. Audit Report..... a•... aa•a•faa ii*i.hINS seer sees ...... a 11
Pricing Proposal 4**•** - _ 14*414i4.*.14 .•i.e•ei••..alaifl •.eee■•■SSS1.aea.e•l.aeee.a.a./.*■.•.e■A
2
a. Laserfiche A ante .L..i �! Died * ! - •.. ■■ a.... ii.*•.,...•. ■. 2
F.J. Professional Services , .. .... ..*$*,a*•a *a. *. f l * ■•**.. 4i4ll641■00*•■ $4i••a _ _ _ • _ 13
c. Laserfiche support services
. Optional Pricin'1-., for Support.*'*****s*4e*i*..*..*.*ise.e.***09********** lot i■.!.■■.■■■.■■.a***.*.■***'***.■.*..*men *..l*******i.*
e. Turnkey Solution. _i 4*.. •.I-** *a i. * F* •*l * 4..i*. * *l* a****■_■4* ■ • * ** l■ 4 •* i ei. •l• i *N pee ii 4*.*ii 3 ■i 1. i.I •• i ** * *** 13
13
13
i Payment Terms ;Seel) a$4Iiiirli4* tsi•ii m•• i..*.**•• base is Oil 14
6. Acceptance *a***••• .... 14
cps
Complete PaperIess
Solutions
Page 65 of 253 City of National City
1
1, Company Profile
Complete Paperless Solutions (CPS) is headquartered in Anaheim with offices in Paso Robles and Vista. CPS
has been in business since 1996 and is an employee owned company and employs ten (10) staff members.
CPS is currently assisting and supporting over one hundred and fifty clients on a nationally with the majority in
California and the minority in Florida, Louisiana, Massachusetts, New York, Pennsylvania, Texas and Wisconsin.
CPS has the highest ratio of support engineers per customer in California compared to all other Laserfiche
resellers. CPS is also a proud sponsor of MISAC, CCUG, CLEARS, CLETS and CCA,C.
With over 100 years of combined experience in content management know-how, CPS is an award -winning,
premier reseller of Enterprise Content Management Products (ECM). In fact, over the years we've become
California's "go -to" ECM vendor of choice. CPS's portfolio of skills includes: full in-house support, business and
systems analysis and development and customization resources. Our ability to integrate with existing
applications and make content management "work how YOU work" is unparalleled. Additionally, both private
and public -sector clients recognize that CPS is "THE" systems integrator when it comes to meeting both
governance and compliance statutes. Whether implementing a paperless-invoicing process or enhancing
client/case management, CPS has created and implemented systems for law enforcement, clerks' offices,
tititifircralid local gociethTtients, courts, schools, rep services, p peaty management, billing services,
manufacturing and many, many more.
A representative sampling of some of our customers would include the Cities of Bakersfield, Big Bear,
Chowchilla, Coachella, Claremont, Ceres, Cerritos, Commerce, Covina, El Centro, El Monte, El Segundo,
Encinitas, Fontana, Fountain Valley, Gilroy, Grand Terrace, Huntington Beach, La Habra Heights, Irwindale, La
Quinta, Lodi, Menifee, Montclair, Montebello, Murrieta, Pismo Beach, Porterville, Rancho Mirage, Redondo
Beach, Rosemead, San Bernardino, San Jacinto, San Rafael, Santa Clarita, Seal Beach, Taft, Torrance West
Covina, Westminster and Yucaipa just to name a few.
The first Laserfiche installation by CPS was in 1997 for the San Luis Obispo Sheriff Department who is still u ing
Laserfiche and has been with CPS for 21 years. our customer centric business model promotes long term
relationships stewing from excellent service, fair pricing and good old-fashioned knowhow.
Our largest implementation is Spindletop of Beaumont Texas and part of the East Texas Behavioral Health
Network (ETBHN). Spindletop has a Laserfiche RIO solution that includes 227 named users, 1,546 read only
users and a Public Portal for unlimited users.
We would also like to mention that 70% of our customer base was implemented by CPS while the other 30%
was inherited from other Laserfiche Certified Resellers who did not meet the customers' expectations
cps
Complete Paperless
Solutions
Pie 66 of 253City of National City
a. Organization hart
C.1",0- Programmer -
Laserfiche Support
Engineer
Programmer
i
Chief Executive Officer
V.P. Professional
Services Group -
Programmer -
Laserfiche Support
Engineer
V.P. - Sales -
Laserfiche Support
Engineer
Laserfiche Support
Engineer
Laserfiche Support
Engineer
b1 Project T
Laserfiche Support
Engineer
Chief Financial Officer
Office Manager
V.P, -Sales -
The Anaheim office staff and software engineers will provide service and support for the City of National City
and will assist you in the support, design, implementation, and training of the Laserfiche application. We
currently have six (6) software engineers and three (3) application developers.
Communication
between
the City of National City and CPS will be the essence of a successful implementation.
Therefore, Jamie Dunn will be the executive coordinator and main contact. Prior to joining CPS, Jamie was an
Account Manager of a different Laserfiche Value Added Reseller (VAR).
CPS' Professional Services team lead by Joseph Mempin will assist the City of National City in the
implementation of the Laserfiche Avante orCloud. Resumes to follow`..
cps
Complete Paperless
Solutions
Pa 67 of 2530ty of National City
JM
Joe Mem • in
jmempin@cps247.com I 714-335-8877
SUMMARY
Manages a professional services team which executes the technical responsibilities of the company. Responsibilities
include project management, project deployment, obtaining requirements for new software development, training,
and technical support. Also responsible for customer consultation for product growth and custom application
development. Current focus for company is to manage projects for software deployment and implementation.
SKILLS
Programming Languages
• Microsoft .NET Development Platform
• JavaS•cript
• Visual Basic
• VBScript
Environments and Systems
• SQL Server
• Microsoft Windows
• Unix
APIs and SDKs
• Visionshape SDK
• Laserfiche SDK
Applications
• Microsoft Office Suite
• Microsoft Project
• Mind Map
• Microsoft Visio
• Asana
EXPERIENCE
Complete Paperless Solutions (formerly Datanet Solutions) / Project Manager
04/2005 — Present
• Responsible for successfully managing the deployment of over 30 Laserfiche installations for Municipalities
(10), Law Enforcement Agencies (3), Non -Profits (5), Utility Agencies (7), Education (2), Unions (2), and Private
Companies (7). Five of the deployments follow California Trusted Systems
• Responsible for successfully executing 10 conversions for SIRE (3), SharePoint (1), Questys (2), On Base (1) and
Windows File Systems (3).
• Responsible for successfully deploying Records Management Edition for Laserfiche for Municipalities and
Utilities Agencies.
• Participated in the design and deployment of numerous integrations for Laserfiche with SharePoint, Accela,
QpenGov, Payroll Systems, Siebel, Anoto, Check21 systems, Content Management Systems, and customers'
In -House applications.
• Responsible for technical support for all escalated Complete Paperless Solutions products.
• Authored Knowledgebase articles, procedural instructions for customers, technical tips for CPS newsletters,
and creation of internal procedures for technical support and product deployment.
• Participates in consultation with existing customers about their current processes and how to improve them
EDUCATION
• Bachelor of Science in Computer Information Systems from DeVry University (Summa Cum Laude).
• Laserfiche Platinum, Administration, Business Process Design, and Records Management certified.
Joe will coordinate with Arsene Hanssens the conversion of SharePoint and files on the server.
cps I Complete Paperless
Solutions
Page e f 253 City of National City
AH
Arsene Hanssens
ahanssens@cps247.com I 714-292-4759
SUMMARY
Currently manages a development team which createsapplications for system conversions and systems integration.
Also developed and manages customer custom applications for image management, timecard management software,
data transformation software, and property management software.
SKILLS
Programming Languages APIs and SDKs
• Microsoft .NET Development Platform • Pdflib SDKs
• C • Anoto Digital Pen SDK
• C+-i- • Vision Objects I R SDI
• VBScript • Fulcrum OCR SDKs
• JiavaScript • ABBY FineReader SDKs
• Laserfiche SDI
Environments
• Microsoft Windows Applications
• IDS -DOS • Microsoft Word, Excel, and Access
• Unix • Adobe Acrobat
• Linux
EXPERIENCE
Complete Paperless Solutions / Software Engineer 051 010 - Present
Managed all development projects. Multiple conversions from older document management system such as SIRE,
Liberty, Qustys, SharePoint, and File Systems were converted to the Laserfiche electronic document management
system. Most custom projects utilized the Laserfiche SDK to solve the customer's particular document management
issues.
Datanet Solutions / Software Engineer 02/2006 — 05/2010
Directed ongoing document management software solutions with Laserfiche as the main EDMS system. Led the
creation of development infrastructure that emphasized add-ons and new features to existing products without
compromising backward compatibility. Supervising full execution of numerous document management repository-
based customized projects.
EDUCATION
Master of Science in Solid State Physics from University of Gent (Belgium)
cps I
Complete Pap rle s
Solutions
Paige 69 of 253 City of National City
RA
Roland Acton
racton@cps247.com
SUMMARY
23 years of experience writing applications and toolkits in the document imaging industry in C++ and C#. 14 years of
experience writing client/server applications in C##,
SKILLS
Programming Languages Environments
• Microsoft .NET C## • Microsoft Windows
• ASP.NET, ASP.NET MVC, ASP.NET Core • Unix
• C++ • Linux
• J.avaScript • SQL Server
• Lava • Android
• Firebird
SDKs • Silverlight
• Pdflib SDKs
• Anoto Digital Pen SDK
• Vision Objects ICR SDK
• Laserfiche SDK
EXPERIENCE
Complete Paperless Solutions / Software Engineer 04/2010 - Present
Responsible for developing and maintaining computer programs related to document imaging and document
management systems, primarily client/server products. Wrote and maintained a large portion of the code in many
enterprise -level systems. Most of those systems were either a front end to Laserfiche or Laserfiche was the back end
of the developed system.
Datanet Solutions / Software Engineer 0 / 006 — 03/ 010
Responsible for developing and maintaining computer programs related to document imaging and financial
applications, primarily client/server products. Wrote and maintained a large portion of the code in Check nation (a
remote check2l processing and deposit system) and Accent (a timesheet management system).
EDUCATION
• Bachelors degree in Computer Science from California State Fullerton
To follow Terrence Srey and Joseph Uyan will assist Joe and Arsene with the implementation and set up of the
system and training.
cps I
Complete Paperless
Solutions
Page 70 of 253 City of National City
TS
•
Terrence Srey
tsrey@cps247.com I 714-336-6803
SUMMARY
Over 15 years of experience integrating enterprise content management systems and developing business
processes for multiple industries with varying compliance and regulatory demands while also maintaining strong
client relations. Began career as a scanner operator while maintaining scanner hardware and capture software
environments. Developed keen knowledge of all aspects of the Laserfiche Suite of products, Cultivated 12+ years
of experience working with both public and private sector clientele to develop streamlined business systems and
best practices.
SKILLS
• Laserfiche System Architecture
Laserfiche Workflow/Process Automation
0
Laserfiche Forms/Business
Process Module
• Laserfiche Capture Modules
• Fujitsu Scanner Product Line
• Canon Scanner Product Line
EXPERIENCE
Complete Paperless Solutions / Professional Service Group 02/2004 - Present
• Scanning bureau manager that coordinated multiple active scan jobs to ensure punctual delivery. Lead a
team of scanning operators. Maintained both hardware and scanning software environments.
• Tested and bug -tracked scanning software that was internally developed.
• Provided onsite and over the phone technical support for Laserfiche products.
Authored and maintained support case documentation for future reference
Analyze client's business processes to develop streamlined digital approaches to current manual processes
while also addressing known and predetermined pitfalls in the process.
• Construct Laserfiche Workflow business processes and create documentation for system administration and
end users.
• Provide live, interactive training for administrative and end users while also serving as the primary
representative for product support.
EDUCATION
Devry University / Associate of Science in Electronics and Computer Technology 08/2001 — 02/2003
Laserfiche / Forms Design and Usage Certification Current
cps
Complete Paperless
Solutions
Page 71 of 253 City of National City
JU
Joseph Uyan
juyan@cps247.com I 714-336-7258
SUMMARY
Member of the CPS Professional Services team with over 18 years of experience in the implementation,.
configuration, support and troubleshooting of the Laserfiche software.
SKILLS
• Strong analytical and problem -solving skills
Strong written and verbal communication skills
General IT knowledge of Windows server/client
operating systems
• Knowledge of Web and SQL servers (IIS, MSSQL)
• Familiarity with AWS
• Understanding of records management concepts
and best practices
EXPERIENCE
Complete Paperless Solutions / Professional Services Group 0/.005 - Present
• Primary responsibility in the immediate response and resolution of client needs
• Sharing in the duties of technical support and professional services
• Project management in the analysis, planning and implementation of turnkey solutions
• Performing remote and onsite installations, system inspections and end -user training
• Providing consultation in the configuration, system design, best practices, and usage of the Laserfiche
software
• Providing post -implementation support, troubleshooting and maintenance
• Assisting in areas of pre -sales and sales demonstrations
• Performing software testing and bug verification for the CPS software
• Working with developers to troubleshoot, recreate and resolve complex issues
• Participated in the development of end -user education and documentation
EDUCATION
California State University Long Beach
• School of Business Administration, B.S. in Financial Management
05/1996
cpsI
Complete P ap rless
Solutions
Page 72of 253 City of National City
2. Support and Maintenance
Laserfiche Software Assurance Plan (LSAP)
The pr °posed solution includes the Laserfiche Software Assurance Plan (LSAP) for one year with options for
annual renewal. Customers with current LSAP are provided unlimited telephone technical support and
software updates. Technical support (under the LSAP agreement) includes unlimited email, telephone and
remote access to address problems related to system configuration or performance. While guaranteed
response times are dictated by the terms of the support agreement, most support calls are taken live and
resolved within a single call.
All support calls are logged in a case management system and assigned priority and severity levels that will be
escalated (if necessary) to the development team and what lengths are necessary to address them such as
providing hotfixes or point releases of the software. All customers with current LSAP are granted access to the
Laserfiche Support Site. -where an abundance -.of knowledgebase documents can be -used to -support your
internal IT team and Laserfiche users.
Note: Ninety-five (95) percent of support issues taken by our team have "First call" resolution and are usually
resolved within one hour.
a. Support Contact Information
• Support services are provided directly by CPS
• Our toll -free support number: 866-661-2425
• Non -emergency support calls can be directed to (support@cps247.com) or via our website
RitIp://www.cps247.com/Support/SubmitTicket.aspx)
b. Basic Support Level
• Monday to Friday during normal business hours from 8:00AM to 5:00PM PST
• Next business day guaranteed response time
c. Priority Support Level
• Monday to Friday during normal business hours from 7:00AM to 6:00PM PST.
• 2 hours guaranteed response time
• Free remote upgrades
• Dedicated engineer
cps
Complete Paperless
Solutions
Page -73 of 253 City of National City
d. CPS VIP Support Level
To create the least amount of burden on the IT staff, and to optimize the benefits of your Laserfiche software
we recommend our VIP support package. Our VIP program offers the followings:
0
•
6
•
•
0
•
•
Monday to Friday during normal business hours from 7:00AM to 6:00PM PST.
2 hours guaranteed response time
Free onsite upgrades
A dedicated support engineer will serve as the primary contact for Laserfiche
support through a direct telephone line.
Unlimited onsite training
Next day onsite support guaranteed if remote issue non -resolved
Unlimited onsite support
Preventive Maintenance: 2 on -site visits per year to ensure optimum system functionality
Preferred pricing on specificintegration.and_d.evelopmentprojects
Free enrollment to the Laserfiche Conference (unlimited access)
No travel cost
3. Questys to Laserfiche Conversion
a. Document ent onver ion
The content which will be converted into Laserfiche documents reside in a Questys Document Management
System. The Questys contents will utilize the combination of Questys data and Questys file system storage
content to import into Laserfiche.
. Audit Report
After the document conversion, CPS will be responsible for submitting a report to the Stakeholders which
summarizes the records/documents which did not make it into Laserfiche or are in Laserfiche but require
attention along with a document count of those which were successfully imported. The Audit Report will also
have instructions as to next steps taken with the errored documents.
P11 S I Complete Paperless
Solutions
P age - 4 of 253 City of National City
4. Pricing Proposal
All pricing, is based off NCPA Contract # 1-25 which is a competitively bid government contract
NCPA (National Cooperative Purchasing Alliance) is a leading national government purchasing
cooperative working to reduce thecost of goods and services by leveraging the purchasing power
of public agencies in all 50 states. NCPA utilizes state of the art procurement resources and
solutions that result in cooperative purchasing contracts that ensure all public agencies are
receiving products and services of the highest quality at the lowest prices.
Laserfiche Avante
Description Quantity Public Price
Laserfiche Avante Full SQL Server, incl. workflow 1 $15,000.00
Laserfiche Named users, incl, thin client, Email, Snapshot 15 - $9,000.00
and Form Essentials
Laserfiche Starter Public Portal (10 Concurrent Retrieval
Views)
LaserfiGhe Connector
$15,000.00
15 3-75700
Sub -Total $29,375.00
Total Software $ 2 , 75.00
b. Laserfiche Avante Optional Products with Basic Support
Description
Laserfiche Forms Professional
Laserfiche Forms Professional Basic LSAP
Laserfiche Forms Portal
Laserfiche Forms Portal Basic LSAP
Quantity
Public Price
15 $750.00
15
1
$150.00
$7,995.00
1 $1,600.00
Laserfiche Quick Fields Zone OCR and Validation _ 1
Laserfiche Quick Fields Zone OCR and Validation 1
Basic LSAP
Laserfiche Quick Fields Peal Time Look Up and Validation 1
Laserfiche Quick Fields Real Time Look Up and Validation 1 $120.00
Basic LSAP
Laserfiche Quick Fields Barcode and Validation 1 $1,695.00
Laserfiche Quick Fields Barcode and Validation 1 $340.00
Basic LSAP
Laserfiche Standard Public Portal (25 Concurrent 1 $25,000.00
Retrieval Views)
$2,795.00
$560.00
$595.00
Laserfiche Standard Public Portal (25 Concurrent 1 $5,000.00
Retrieval Views) Basic LSAP
cps
Complete Paperless
Solutions
Page-75 of 253City of National City.
c. Professional Services
Description
Project Management
Installation and setup
Taxonomy and Design
Training: Admin Level I
Quantity
2
1
Public Price
1
1
$3,600.00
$1,600.00
$1,600.00
$1,600.00
End User Training (multiple classes) $1,600.00
Quests Data Conversion 1 $25,000.00
Total Professional Services
No Workflow or Form Design included.
d. Laserfiche support services
Description Quantity—
Laserfiche Avante Server
Laserfiche Named users
Laserfiche Portal
Laserfiche Connector
$35,000.00
� Firc-prite
1 $1,000.00
15
1
15
Total Support $5,875.00
e. Optional Pricing for Support
Basic
Priority VIP
$1,800.00
$3,000.00
75.00
Included $8,812.50 $11,750.00
f. Turnkey Solution
Description 'Quantity Public Price
Software 1 $29,375.00
Professional Services 1 $35,000.00
Laserfiche Support @ 1' year 1 $5,875.00
Total Turnkey Solution Basic Support
Total Turnkey Solution Priority Support
Total Turnkey Solution VIP Support
$70,250.00
$79,062.50
82,000.00
cps
Complete Paperless
Solutions
Page-76 of 253 City of National City
Print Name:
Date:
Signature:
5. Payment Terms
Description
Order 50
Project completion 50
6; �lccertanee
Client: City of National City Provider: Complete Paperless Solutions
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8/3/2023
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Cps I Complete Papertess
Solutions
P ►- - 7 of 253City of National City