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HomeMy WebLinkAbout21- Police Department ORIGINAL CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Keith L.Kilmer, Chief of Police Subject- Resolution of the City of San Bernardino Authorizing the Police Dept: Police Department Department to Purchase a Replacement Document Imaging System from ECS Date: September 8,2010 Imaging Incorporated, of Riverside, California. M/CC DATE: September 20,2010 Synopsis of Previous Council Action: None. Recommended Motion: ^V� Adopt Resolution. KEITH L.KILMER, Chief of Police '(6 Concur. IT D t. - YOTS- �A,Interim IT Director Contact person: Public Safety Systems Mgr Michael EcIdey Phone: 384-5947 Supporting data attached: Yes Staff Report/Resolution Ward: All FUNDING REQUIREMENTS: Amount: $253,586.50 Source: 123-825-5702-0000-0049 COPS 2009 Technology Grant- Computer Equipment Finance Council Notes: � ljeso Agenda Item No. CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION Staff Report Subject Resolution of the City of San Bernardino Authorizing the Police Department to Purchase a Replacement Document Imaging System from ECS Imaging Incorporated, of Riverside, California. Backeround In 1995, when the current Police Department headquarters was built, the Police Department purchased a first generation digital document imaging system (from Datamax Technologies of Culver City, California.) to store enforcement documents online. This initial project was very successful and it was expanded to include our entire Investigations Division (detectives). By 2001, the initial system had reached its maximum performance capacity and was replaced with a larger scale document imaging system from FileNET Corporation, of Irvine, California. This system is still in operation and takes in about 1.2 million pages of enforcement documentation annually. In March 2007, the Management Partner's review of City operations recommended that the City "draft a plan to integrate all city records into a single document management system" (Recommendation 46). At the time of this recommendation the City Clerk's Office used a Laserfiche Document Imaging System, the Water Department used a system provided by a different vendor, and the Police Department used its FileNET document imaging system. The Water Department, in support of the Management Partners recommendation, has replaced their document imaging system with a Laserfiche Document Imaging System. This move on the part of the Water Department means that the City is operating two Laserfiche systems (City Clerk and Water Department) and one FileNET system (Police Department). In 2009, the Police Department sought a US DOI COPS Technology Grant to replace their aging FileNET document imaging system with a Laserfiche document imaging system. The request was granted and funding was provided for the Laserfiche system, and associated computer server hardware, for a total of$400,000.00. The City of Alameda's Housing Authority recently conducted an open public competitive bid for a municipal document imaging system. On March 1, 2010, ECS Imaging Incorporated, of Riverside, California, was awarded the contract from this competitive bid for a Laserfiche document imaging system. The Police Department has worked with ECS Imaging Incorporated to produce a Statement of Work to replace the Police Department's FileNET document imaging system with a new Laserfiche document imaging system. Once approved by the City Council and implemented, this replacement project will unify all three City owned document-imaging systems under one uniform software platform. This unification effort will standardize document imaging software across all City departments and prepare the way for future server consolidations, if so desired,by the Information Technology Department. This Request for Council Action seeks permission to move forward with the purchase and installation of a Laserfiche document imaging system for the Police Department as outlined in the Statement of Work provided by ECS Imaging Incorporated, of Riverside, California which is dated July 7, 2010. A sole source exception from the US DOJ COPS Office is not required for this purchase because this project will be a "piggy back" purchase off an existing California municipal public competitive bid award. Based on the fact that the City of Alameda awarded ECS Imaging Incorporated, of Riverside, California a contract for a Laserfiche document imaging system as the result of an open public competitive bid, and because ECS Imaging Incorporated is providing the same product to the City of San Bernardino's Police Department on the same pricing schedule as the City of Alameda purchase, it is recommended pursuant to San Bernardino Municipal Code 3.04.010(b)(3), that the Mayor and Common Council approve a selected source justification for the purchase of a Laserfiche replacement document imaging system from ECS Imaging Incorporated, of Riverside, California. Financial Impact A total of$253,586.50 from the 2009 US DOJ COPS Technology Grant was approved by the US Department of Justice for this technology purchase (account: 123-825-5702-0000-0049). All $253,586.50 is available in the grant account for this purchase. This purchase does not require the use of General Fund monies. Account Budgeted Amount: $400,000.00 (123-825-5702-0000-0049) —2009 COPS Technology Grant — Computer Equipment. Balance as of October 1, 2009 (Start Date for this Grant): $400,000.00. Balance after this approved purchase: $146,413.50. Please note this balance does not indicate available funding. It does not include non-encumbered reoccurring expenses or expenses incurred but not yet processed. Recommendation Adopt Resolution. i 1f 1 1 i I RESOLUTION NO. Capy 2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE 3 POLICE DEPARTMENT TO PURCHASE A REPLACEMENT DOCUMENT IMAGING SYSTEM FROM ECS IMAGING INCORPORATED, OF RIVERSIDE, 4 CALIFORNIA. 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE 6 CITY OF SAN BERNARDINO AS FOLLOWS: 7 8 SECTION 1. After a review of products, pricing, existing infrastructure, and after 9 being awarded a contract on March 1, 2010, to provide a Laserfiche document imaging system 10 to the City of Alameda Housing Authority (a government entity) after winning an open public 11 completive bid, ECS Imaging Incorporated, of Riverside, California is the recommended 12 provider for the purchase of a Laserfiche document imaging system to be used by the San 13 Bernardino Police Department. Pursuant to San Bernardino Municipal Code 3.04.010(b)(3), 14 the Mayor and Common Council approve a selected source justification for this purchase. 15 16 SECTION 2. That the Mayor and Common Council authorize the purchasing 17 manager to issue a purchase order to ECS Imaging Incorporated, of Riverside, California, for 18 the purchase of a Laserfiche document imaging system for the San Bernardino Police 19 Department as outlined in ECS Imaging Incorporated Project Capstone document (#62220), 20 dated July 7, 2010, in an amount not to exceed $253,586.50." The purchase order shall read 21 "San Bernardino PD Laserfiche Document Imaging System". 22 23 SECTION 3. The City Manager is hereby authorized to execute a Vendor Service 24 Agreement with ECS Imaging Incorporated, of Riverside, California, a copy of which is 25 attached hereto and incorporated herein as Exhibit 1. 26 27 28 F q-11 � I RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE POLICE DEPARTMENT TO PURCHASE A REPLACEMENT DOCUMENT 2 IMAGING SYSTEM FROM ECS IMAGING INCORPORATED, OF RIVERSIDE, 3 CALIFORNIA. 4 SECTION 4. The authorization to issue the purchase order referenced in Section 2 of 5 this resolution is rescinded if the purchase order is not issued within thirty (45) days of the 6 passage of this resolution. 7 8 9 10 11 12 13 © 14 15 16 17 18 19 20 21 22 23 24 j 25 26 O 27 /// 28 I RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE POLICE DEPARTMENT TO PURCHASE A REPLACEMENT DOCUMENT 2 IMAGING SYSTEM FROM ECS IMAGING INCORPORATED, OF RIVERSIDE, 3 CALIFORNIA. 4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor 5 and Common Council of the City of San Bernardino at a meeting thereof, held 6 on the day of , 2010,by the following vote, to wit: 7 Council Members: AYES NAYS ABSTAIN ABSENT 8 MARQUEZ 9 10 DESJARDINS i 11 BRINKER 12 SHORETT 13 KELLEY i 14 JOHNSON 15 MCCAMMACK 16 17 Rachel G. Clark, City Clerk 18 The foregoing resolution is hereby approved this day of , 2010. 19 20 21 Patrick J. Morris, Mayor City of San Bernardino 22 Approved as to Form: 23 24 25 ES F. PENMAN, ty Attorney 26 r^ 27 21 VENDOR SERVICES AGREEMENT—EXHIBIT I This Vendor Services Agreement is entered into this day of by and between ECS Imaging Incorporated, of Riverside, California ("VENDOR") and the City of San Bernardino, California ("CITY"or "San Bernardino"). WITNESSETH: WHEREAS, the Mayor and Common Council has determined that it is advantageous and in the best interest of the CITY to contract for the installation, configuration, and activation of a Laserfiche Electronic Content Management (ECM) system for the San Berardino Police Department; and 1. SCOPE OF SERVICES. For the remuneration stipulated, San Berardino hereby engages the services of VENDOR to provide those products and services as set forth in ECS Imaging Incorporated's Project Capstone document #62220 (dated July 7, 2010) as Exhibit "A," attached hereto and incorporated herein. 2. COMPENSATION AND EXPENSES. a. For the services delineated above, the VENDOR, shall retain deliver, install, configure, activate and provide the training outline in the VENDOR'S Project ® Capstone attached as Exhibit"A". b. No other expenditures made by VENDOR shall be reimbursed by CITY. 3. TERM. The initial term of this Agreement shall be for a period of six months. The VENDOR must complete all work with 180 days of receipt of a City Purchase Order. The CITY may terminate this Agreement at any time by giving ninety(30) days written notice to Vendor. CITY shall pay all that is payable under this Agreement to Vendor until the date of termination. Effect of Termination. If this Agreement is terminated as provided herein, CITY may require Vendor to provide all finished or unfinished documents and data and other information of any kind prepared by Vendor in connection with the performance of services under this Agreement. Vendor shall be required to provide such documents and other information within fifteen (15) days of the request. All data relating to Alarm permits shall be owned by the CITY. Upon termination of this Agreement, Vendor shall deliver to the CITY all data in MS-SQL format. 4. INDEMNITY. Vendor agrees to and shall indemnify and hold the City, its elected officials, employees, agents or representatives, free and harmless from all claims, actions, damages and liabilities of any kind and nature arising from bodily injury, including death, or property damage, based or asserted upon any actual or alleged act or omission of Vendor, its employees, agents, or C subcontractors, relating to or in any way connected with the accomplishment of the work or (� performance of services under this Agreement, unless the bodily injury or property damage was �r actually caused by the sole negligence of the City, its elected officials, employees, agents or representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its own expense, including attorney's fees, the City, its elected officials, employees, agents or representatives from any and all legal actions based upon such actual or alleged acts or omissions. Vendor hereby waives any and all rights to any types of express or implied indemnity against the City, its elected officials, employees, agents or representatives, with respect to third party claims against the Vendor relating to or in any way connected with the accomplishment of the work or performance of services under this Agreement. 5. INSURANCE. While not restricting or limiting the foregoing, during the term of this Agreement, VENDOR shall maintain in effect policies of comprehensive public, general and automobile liability insurance, in the amount of$1,000,000.00 combined single limit, and statutory worker's compensation coverage, and shall file copies of said policies with the CITY's Risk Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an additional named insured in each policy of insurance provided hereunder. The Certificate of Insurance furnished to the CITY shall require the insurer to notify CITY at least 30 days prior to any change in or termination of the policy. 6. NON-DISCRIMINATION. In the performance of this Agreement and in the hiring and recruitment of employees, V VENDOR shall not engage in, nor permit its officers, employees or agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, mental or physical disability, medical condition, marital status, sexual gender or sexual orientation, or any other status protected by law. 7. INDEPENDENT CONTRACTOR VENDOR shall perform work tasks provided by this Agreement, but for all intents and purposes VENDOR shall be an independent contractor and not an agent or employee of the CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for VENDOR and its officers, agents, and employees, and all business license, if any are required, in connection with the services to be performed hereunder. 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. VENDOR warrants that it possesses or shall obtain, and maintain a business registration certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses, permits, qualifications, insurance and approval of whatever nature that are legally required of VENDOR to practice its business or profession. 9. NOTICES. Any notices to be given pursuant to this Agreement shall be deposited with the United pStates Postal Service,postage prepaid and addressed as follows: C TO THE CITY: TO THE VENDOR: Michael Eckley, Public Safety IT Manager Mr. James Green San Bernardino Police Department ECS Imaging Inc. 710 North"D" Street—B Bldg PSG 3270 Sunnyside Dr, Suite 200 San Bernardino,CA 92401 Riverside, CA 92506 Telephone: (909) 384-5742 Telephone: (951) 787-8768 10. ATTORNEYS' FEES In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions hereof. The costs, salary and expenses of the City Attorney and members of his office in enforcing this Agreement on behalf of the CITY shall be considered as "attorneys' fees" for the purposes of this paragraph. 11. ASSIGNMENT. VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior Cf'� written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for the termination of this Agreement. Regardless of CITY's consent, no subletting or assignment shall release VENDOR of VENDOR's obligation to perform all other obligations to be performed by VENDOR hereunder for the term of this Agreement. 12. VENUE. The parties hereto agree that all actions or proceedings arising in connection with this Agreement shall be tried and litigated either in the State courts located in the County of San Bernardino, State of California or the U.S. District Court for the Central District of California, Riverside Division. The aforementioned choice of venue is intended by the parties to be mandatory and not permissive in nature. 13. GOVERNING LAW. This Agreement shall be governed by the laws of the State of California. 14. SUCCESSORS AND ASSIGNS. This Agreement shall be binding on and inure to the benefit of the parties to this Agreement and their respective heirs, representatives, successors, and assigns. V 15. HEADINGS. The subject headings of the sections of this Agreement are included for the purposes of convenience only and shall not affect the construction or the interpretation of any of its provisions. 16. SEVERABILITY. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid or unenforceable for any reason, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect. 17. REMEDIES; WAIVER. All remedies available to either party for one or more breaches by the other party are and shall be deemed cumulative and may be exercised separately or concurrently without waiver of any other remedies. The failure of either party to act in the event of a breach of this Agreement by the other shall not be deemed a waiver of such breach or a waiver of future breaches, unless such waiver shall be in writing and signed by the party against whom enforcement is sought. 18. ENTIRE AGREEMENT; MODIFICATION. This Agreement constitutes the entire agreement and the understanding between the parties, and supersedes any prior agreements and understandings relating to the subject matter of © this Agreement. This Agreement may be modified or amended only by a written instrument executed by all parties to this Agreement. IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day and date set forth below. Dated: 12010 ECS Imaging Inc. By: Jim Pappas, CEO Dated 12010 CITY OF SAN BERNARDINO By: Approved as to Form: Charles McNeely, City Manager James F. Penman, City Attorney By: VENDOR SERVICES AGREEMENT This Vendor Services Agreement is entered into this day of by and between ECS Imaging Incorporated, of Riverside, California ("VENDOR") and the City of San Bernardino,California ("CITY"or "San Bernardino"). WITNESSETH: WHEREAS, the Mayor and Common Council has determined that it is advantageous and in the best interest of the CITY to contract for the installation, configuration, and activation of a Laserfiche Electronic Content Management (ECM) system for the San Bernardino Police Department; and 1. SCOPE OF SERVICES. For the remuneration stipulated, San Bernardino hereby engages the services of VENDOR to provide those products and services as set forth in ECS Imaging Incorporated's Project Capstone document #62220 (dated July 7, 2010) as Exhibit "A," attached hereto and incorporated herein. 2. COMPENSATION AND EXPENSES. a. For the services delineated above, the VENDOR, shall retain deliver, install, configure, activate and provide the training outline in the VENDOR'S Project Capstone attached as Exhibit"A". b. No other expenditures made by VENDOR shall be reimbursed by CITY. 3. TERM. The initial teen of this Agreement shall be for a period of six months. The VENDOR must complete all work with 180 days of receipt of a City Purchase Order. The CITY may terminate this Agreement at any time by giving ninety(30) days written notice to Vendor. CITY shall pay all that is payable under this Agreement to Vendor until the date of termination. Effect of Termination. If this Agreement is terminated as provided herein, CITY may require Vendor to provide all finished or unfinished documents and data and other information of any kind prepared by Vendor in connection with the performance of services under this Agreement. Vendor shall be required to provide such documents and other information within fifteen (15) days of the request. All data relating to Alarm permits shall be owned by the CITY. Upon termination of this Agreement,Vendor shall deliver to the CITY all data in MS-SQL format. 4. INDEMNITY. Vendor agrees to and shall indemnify and hold the City, its elected officials, employees, agents or representatives, free and harmless from all claims, actions, damages and liabilities of any kind and nature arising from bodily injury, including death, or property damage, based or asserted upon any actual or alleged act or omission of Vendor, its employees, agents, or subcontractors, relating to or in any way connected with the accomplishment of the work or performance of services under this Agreement, unless the bodily injury or property damage was actually caused by the sole negligence of the City, its elected officials, employees, agents or representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its own expense, including attorney's fees, the City, its elected officials, employees, agents or representatives from any and all legal actions based upon such actual or alleged acts or omissions. Vendor hereby waives any and all rights to any types of express or implied indemnity against the City, its elected officials, employees, agents or representatives, with respect to third party claims against the Vendor relating to or in any way connected with the accomplishment of the work or performance of services under this Agreement. 5. INSURANCE. While not restricting or limiting the foregoing, during the term of this Agreement, VENDOR shall maintain in effect policies of comprehensive public, general and automobile liability insurance, in the amount of$1,000,000.00 combined single limit, and statutory worker's compensation coverage, and shall file copies of said policies with the CITY's Risk Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an additional named insured in each policy of insurance provided hereunder. The Certificate of Insurance famished to the CITY shall require the insurer to notify CITY at least 30 days prior to any change in or termination of the policy. 6. NON-DISCRIMINATION. In the performance of this Agreement and in the hiring and recruitment of employees, �1 VENDOR shall not engage in, nor permit its officers, employees or agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, mental or physical disability, medical condition, marital status, sexual gender or sexual orientation, or any other status protected by law. 7. INDEPENDENT CONTRACTOR VENDOR shall perform work tasks provided by this Agreement, but for all intents and purposes VENDOR shall be an independent contractor and not an agent or employee of the CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for VENDOR and its officers, agents, and employees, and all business license, if any are required, in connection with the services to be performed hereunder. 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. VENDOR warrants that it possesses or shall obtain, and maintain a business registration certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses, permits, i qualifications, insurance and approval of whatever nature that are legally required of VENDOR to practice its business or profession. 9. NOTICES. Any notices to be given pursuant to this Agreement shall be deposited with the United States Postal Service, postage prepaid and addressed as follows: TO THE CITY: TO THE VENDOR: Michael Eckley,Public Safety IT Manager Mr. James Green San Bernardino Police Department ECS Imaging Inc. 710 North"D"Street—B Bldg PSG 3270 Sunnyside Dr, Suite 200 San Bernardino, CA 92401 Riverside, CA 92506 Telephone: (909) 384-5742 Telephone: (951) 787-8768 10. ATTORNEYS' FEES In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions hereof. The costs, salary and expenses of the City Attorney and members of his office in enforcing this Agreement on behalf of the CITY shall be considered as "attorneys' fees" for the purposes of this paragraph. 11. ASSIGNMENT. VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for the termination of this Agreement. Regardless of CITY's consent, no subletting or assignment shall release VENDOR of VENDOR's obligation to perform all other obligations to be performed by VENDOR hereunder for the term of this Agreement. 12. VENUE. The parties hereto agree that all actions or proceedings arising in connection with this Agreement shall be tried and litigated either in the State courts located in the County of San Bernardino, State of California or the U.S. District Court for the Central District of California, Riverside Division. The aforementioned choice of venue is intended by the parties to be mandatory and not permissive in nature. 13. GOVERNING LAW. This Agreement shall be governed by the laws of the State of California. 14. SUCCESSORS AND ASSIGNS. This Agreement shall be binding on and inure to the benefit of the parties to this Agreement and their respective heirs,representatives, successors, and assigns. 15. HEADINGS. The subject headings of the sections of this Agreement are included for the purposes of convenience only and shall not affect the construction or the interpretation of any of its provisions. 16. SEVERABILITY. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid or unenforceable for any reason, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect. 17. REMEDIES; WAIVER All remedies available to either party for one or more breaches by the other party are and shall be deemed cumulative and may be exercised separately or concurrently without waiver of any other remedies. The failure of either party to act in the event of a breach of this Agreement by the other shall not be deemed a waiver of such breach or a waiver of future breaches, unless such waiver shall be in writing and signed by the party against whom enforcement is sought. 18. ENTIRE AGREEMENT; MODIFICATION. This Agreement constitutes the entire agreement and the understanding between the parties, and supersedes any prior agreements and understandings relating to the subject matter of this Agreement. This Agreement may be modified or amended only by a written instrument executed by all parties to this Agreement. IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day and date set forth below. Dated: 2010 ECS Imaging Inc. By: Jim Pappas, CEO Dated 2010 CITY OF SAN BERNARDINO By: Approved as to Form: Charles McNeely,City Manager James F. Penman, City Attorney By: 10 EXHIBIT A �i San Bernardino Police Department Project Capstone ECS Imaging,Inc. is committed to providing a comprehensive ECMsolution to the San Bernardino Police Department.This includes implementing a Loserfiche ECM solution and converting all FileNet data to Laserfiche.This comprehensive solution has been divided into two projects:One for the implementation of the Laserfiche ECM solution and one for the conversion of all existing FileNet data to Laserfiche. Attached: • ECS Quote for Products and Services • Payment Milestones © Project Plan: Replacing and Developing a Superior ECM Solution • Project Plan: FileNet to Laserfiche Conversion I This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(the'proprietary Information')is highly confidential and proprietary to and constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed �\ or divulged to any person,firm,corporation or other legal entdy,directly or Indirectly,without the prior written (v/! consent of ECS bmagim Inc Management. © cut) dss Inc ser Ices 3720 Sunnyside Drive,Ste.#200 Riverside,CA 92506 Prepared by: Debb Bodewm Main Pro n e(877) 7901500 Account Rep Phone: x109 Man Fax(951(787-0831 Email dehb(obecs'n acting.cam Quotation For: Quote Ttl e: Ava me System Account City of San Bernardino PD Quote#: 62220 Contact Mi l,e ECkley Phone (909)387-4573 Date: 7/7/2010 Fax (909)3883841 Valid through> 9/3012010 Email mike.eckley @sbcity.org Terms: Deft re!in Milestones AVANTE'NAMEO USER LICENSING PRICING Product Description Amount Quantity.. Total SubT.oI Software, laserftche MS SQL Avante t acludes WOrk0ow" $ 5,000.00 1 $ 5,00000 Laserfiche Named FUl l User(including:E-Mail&Snapshot) $ 500.00 35 $ 17,500.00 Iaserfiche Weblink with 25-Retrieval users $ 25,00000 1 $ 25,00D.00 Wserfiche Web Access $ 10000 35 $ 3,500.00 Iaserfiche Advanced Audit Trail $ 100.00 35 $ 3,500.00 LF Quick Fields w/Zone OCR,Database Lookup-Finance Dept. $ 3,985.00 1 $ 3,985.00 - laserfichelmportAgent(auto-imports from network( $ 1,495.00 1 $ 1,495.00 Scan Connectors:(2 Scan Connects for tonal,@$165,1 VRS for 6&H @$2,450( 3 $ 2,780.00 Sub-Total of software $ 62,760.00 mow+ Annual Software Maintenance&Support: laserfi the MS SQL Avante LSAP $ 1,00000 1 $ 1,000.00 Iaserfiche Named Full User(met:E Mail&Snapshot)LSAP $ 10000 35 $ 3,500.00 leserfiche Webli nk with 25-Retrieval users LSAP $ 5,000.00 1 $ 5,000.00 Laserfche Web Access LSAP $ 20.00 35 $ 700.00 ' laserfiche Advanced Audit Trail $ 20.00 35 $ 700.00 IF Out ck Fields w/Zone OCR,Database Lookup-Finance Dept. $ 800.00 1 $ 800A0 laserfi the l mport Agent(auto-Imports from network)LSAP $ 390.00 1 $ 390.00 Sub-Total of lst YecrAnnuals $ 12,090.00 Sub-Total $ 74,850.00 Tax@ 9.00% $ 6,736.50 Total Software and LSAP $ 81.58650 This information is confidential and proprietary to ECS Imaging,Incorporated,The Intent is only for the customer and the information contained herein(the'Proprietary Information')is highly confidential and proprietary to and O constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,comm.mated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc.Management. [ •ECS Annual Priority Support Contract 512,000.00 1 $ 12,000.00 Annual ECS Priority SUppon/Consulting inducing 80 hours on-site,remote and phone supportformstalled loserfiche version-1 yearsupport. Emergenry Support ofterbusmess hours will be charged per incident at$650 1hr with$150 minimum charge. -ECS Priority Plan _ ,Priority phone support upgraded from 20 hour response to 2 hour response time. ,Unlimited phoneand email support. -On-site support up to 80 hours included. On-site within next business day as needed. -On-site time is calculated to nearest half hour and minimum onsite calculation is 2 hours.Remote support is calculated to nearest 15 minute increment. •2 Free Admissions to Annual Customer Conference,Free Admission to Quarterly User Groups. -monthly E-Newsletter ,Hours of support are 7:30am-5:00pm PST. ,This plan covers support for the Iasertche software system including remedial training,installing updates,consulting,and trouble-shooting. ,Customers not under this plan can purchase on-site hours at$175/hour 2 hour minimum and 1/2 travel time C.offituration Services,Detailed in ECS Project Plan $ 95,000.00 Installation Software above,Configuration,Testing,Troubleshooting,Emergency Support,Consulting and Project Management Implementation Consulting,End User Training,Armin Training Quick Fields Configuration per project plan,Workflow Setup as per project plan.2s talons with xofax Ascent Scripts re-configured for existing version].These hours are calculated at a discounted rate of$150/hour. ECS educational t on-site Materials,insauctor,pnd follow up telephone support. Foreach purchased day of training: Or,oneforsmn operomm,retrieval persons&system odminiseromr.Train the TminerApproach F'I a Net Carvers'on costs ba s ad on Pro i ect Pla n $65,000.00 Sub-TOmI of5ervims $ 172,000.00 Sub-Imal 5 d Annual No.-Tagable $ 253.586.50 ECS Turn-key Solution Total 5 253586.50 implementation and Training Services per day rate $ 1,500.00 1 $ 1,500.00 This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein ithe'P rophetary info rmation'j is highly confidential and proprietary m and © constitutes trade secrets of ECS Imaging Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entay,directly or indirectly,without the prior written consent of ECS Imaging Inc.Management. © ,'r, e„ Vii(f,smnes Payment Milestone Description Amount to be Est. Date of Milestone Paid Payment 1 Develop Project Plan consisting of: $25,358.65 Start of Project Purpose,Objectives and Goals,Project Approach,Scope and Contract Expectations, Roles and Responsibilities,Assumptions and Constraints, and Project Management Approach 2 Procure Licensing, Download Software and Licensing,and install all $38,037.75 14 days from Laserfiche Server Software start 3 Configuration of all Laserfiche Server Software consisting of:Laserfiche $25,358.65 21 days from Server,Advanced Audit Trail,Workflow,Web Access,Weblink,Quick start Fields,Quick Fields Agent,Import Agent,patch all Laserfiche Software 4 (1)Plan and Consult to Deliver Documentation Outlining Solution for $12,679.33 60 days from the Records Department(2)Configure and Test Solution for Records start Department 5 (1)Plan and Consult to Deliver Documentation Outlining Solution for $12,679.32 67 days from the Finance Department(2)Configure and Test Solution for Finance start Department 6 (1)Plan and Consult to Deliver Documentation Outlining Solution for $12,679.33 74 days from the Internal Affairs Department(2)Configure and Test Solution for start Internal Affairs Department 7 (1)Plan and Consult to Deliver Documentation Outlining Solution for $12,679.32 81 days from the Personnel Records Department(2)Configure and Test Solution for start Personnel Records Department © 8 Provide Capture, Retrieval,and Export training for Records,Finance, $12,679.33 110 days Internal Affairs and Personnel Records departments from start 9 Provide Server Administration,Advanced Capture Setup,Workflow $12,679.32 110 days Setup,Audit Trail Report Configuration training for the Information from start Technology department and interested and qualified Power Users 30 Data provided to ECS Imaging,Inc.for Phase 1 of the FileNet $32,500.00 30 days from Conversion start of contract 11 Data delivered to San Bernardino PD $16,250.00 60 days from start of contract 12 Data provided to ECS Imaging, Inc.for Phase 2 of the FileNet $8,125.00 90 days from Conversion start of contract 13 Data delivered to San Bernardino PD $8,125.00 114 days from start of contract 14 Project Completion $23,755.50 120 days from start of contract Total Projected Project Cost $253,586.50 120 days from start of contract Thieinformation is confidential and proprietary to ECS Imaging,Incorporated.The intent is only forthe customer t � ` and the information contained herein(the'Proprletary Information')is highly confidential and proprietary to and 1 constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed ' 9y 4 l or divulged to any person,firm,corporation o r other legal entity,directly or indirectly,without the prior written V consent of ECS imaging,Inc.Management. n�4. San Bernardino Police Department Replacing and Developing a Superior ECM Solution Author: James Green, Project Manager Creation Date: 6/10/2010 Last Revision Date: 7/8/2010 Version: 1.0 This Information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer I �: and the information contained herein(the'Proprietary Information')is highly confidential and proprietary to an d ""'�' f constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed If © or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written Consent of ECS Imaging,Inc.Management. r 1 of 26 Table of Contents Purposeof Plan.............................................................................................................................................4 BackgroundInformation...............................................................................................................................5 Goalsand Objectives.....................................................................................................................................6 BusinessGoals and Objectives..................................................................................................................6 ProjectGoals and Objectives.....................................................................................................................6 ProjectApproach ..........................................................................................................................................7 Phase 1: Project Plan Development..........................................................................................................7 Phase 2: Procure and Install Hardware and Base Software for Servers...................................................7 Phase 3: Install and Test All Laserfiche Server Software..........................................................................7 Phase 4: Plan,Configure,and Test Laserfiche System for Records Department.....................................7 Phase 5:Comprehensive Training for IT and Records Users....................................................................8 Phase6: Go-Live for Laserfiche.................................................................................................................8 Scope.............................................................................................................................................................9 ScopeDefinition........................................................................................................................................9 TechnicalDeliverables..............................................................................................................................9 QTraining Deliverables.................................................................................................................................9 Itemsout of Scope...........................................................................:......................................................10 RiskAssessment......................................................................................................................................11 Milestones...............................................................................................................................................13 Assumptions................................................................................................................................................16 Constraints..................................................................................................................................................16 ProjectConstraints..................................................................................................................................16 CriticalProject C onstraints......................................................................................................................16 ProjectManagement Approach..................................................................................................................17 Project Roles and Responsibilities..........................................................................................................17 IssueManagement..................................................................................................................................20 CommunicationsPlan.............................................................................................................................20 CommunicationMethods...................................................................................................................21 Approvals....................................................................................................................................................22 This Information is confidential and proprietary to ECS imaging,Incorporated.The intent is only for the customer and the information contained herein(the'Proprletary Information')is highly confidential and proprietary to and © constitutes trade secrets of ECS Imaging,Inc..This Information shall not be published,communicated,disclosed or dmulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc.Management. 2 of 26 [ Sign-off Sheets........................................................................................................................................22 VAttachments................................................................................................................................................22 Statementof Work—Records.................................................................................................................23 Statementof Work—Finance.................................................................................................................24 Statement of Work—Internal Affairs......................................................................................................25 Statement of Work—Personnel Records................................................................................................26 I This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(the Proprietary Information')is highly confidential and proprietary to and © constitutes trade secret,of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or Indirectly,without the prior written consent of ECS Imaging,Inc.Management. 3 of 26 Purpose of Plan The San Bernardino Police Department Project Plan will provide a definition of the project, including the project's goals and objectives.Additionally,the Project Plan will serve as an agreement between ECS Imaging, Inc., Project Sponsor-Mike Eckley, Project Manager-Jason Suarez, and other key-stakeholders associated with and/or affected by the project at the San Bernardino Police Department.The Project Plan will define the following: • Project Purpose • Objectives and Goals •. Project Approach • Scope and Expectations • Roles and Responsibilities • Assumptions and Constraints • Project Management Approach This information is confidential and proprietary to ECS Imaging,Incorporated,The intent is only for the customer and the information contained herein(the'Proprietary Information')Is highly confidential and proprietary to and © constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS imaging,Inc.Management. 4 of 26 QBackground Information San Bernardino PD is looking to implement a comprehensive ECM(Electronic Content Management) Solution to improve the PD's effectiveness and efficiency across all departments in the organization.The current FileNet system's cost and complexity has made expanding the system to additional departments,other than Records,cost prohibitive.The goal is to implement a more robust and cost effective ECM solution, Laserfiche,with a focus on workflow and business process management to help San Bernardino Police Department to run smarter. The scope of the project is to replicate the existing capture and storage process that exists with FileNet within Laserfiche,while developing a capture and workflow solutions for other departments which are heavily dependent on paper records,e.g. Finance,Internal Affairs,and Personnel Records.The current FileNet system will remain operational throughout the duration of the Project.The support and data conversion of the FileNet system is addressed in a separate project plan and is not included in this Project Plan. To successfully complete a project of this nature considerable Consulting and Project Management Services are required.These services include designing and implementing capture,workflow and storage solutions with adequate testing,training, and documentation for the entire process. Meetings and trainings will be well planned, and the time required for personnel staff will be kept as low as possible. The current Case Management System is not directly affected bythis project and will continue to be the primary application for case management.The Laserfiche ECM solution will serve as the document Qstorage and the document workflow solution augmenting the Case Management System. ECS Imaging, Inc. is a Laserfiche Reseller who will be implementing the Laserfiche ECM System.With over 20 years of experience implementing governmental ECM solutions, ECS Imaging,Inc. is committed to providing quality installation,configuration, consulting,training, and support services for the San Bernardino Police Department. This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(the Proprietary Information')is highly confidential and proprietary to and © constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of Ecs Imaging,Inc.Management. 5 of 26 • Retire obsolete hardware,as support for current hardware has expired • Reduce long-term maintenance costs associated with existing ECM system • Provide a platform for electronic workflows to increase efficiency • Improve accessibility of records to staff • Replicate and improve security of stored records • Remove obstacles to sharing information • Implement a comprehensive Laserfiche ECM solution • Ensure that users have input into the design process • Accomplish project business goals and objectives within defined budget and time parameters • Minimize impact to standard business operations within the affected departments • Replicate or Improve Current Records Workflow • Replicate or Improve Current Capture Process for Records • Create Capture Solution for Finance, Internal Affairs, and Personnel Records • Provide adequate training to all users of the system • Address all concerns from users or other stakeholders in a prompt fashion This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(the'Proprietary Information)is highly confidential and proprietary to and - a © constitutes trade secrets of Ecs Imaging,Inc..This information shall not be published,communicated,disclosed .m or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc.Management. 6 of 26 QProject Approach • Phase 1:Project Plan Development • Phase 2: Procure and Install Hardware and Base Software for Servers • Phase 3: Install and Test All Laserfiche Server Software • Phase 4: Plan,Configure,and Test Laserfiche System for Records Department,Finance, Internal Affairs,and Personnel Records • Phase 5:Comprehensive Training for IT,Records,and Finance • Phase 6: Go-Live for Laserfiche A project plan will need to be developed consisting of the Project Purpose,Objectives and Goals, Project Approach,Scope and Expectations, Roles and Responsibilities,Assumptions and Constraints,and Project Management Approach.The Project Plan must be signed by all parties and a contract must be signed and in place to move forward to Phase 2. ., , ..,. f .; � e San Bernardino Police Department will procure, install,and configure,and load test all hardware and software required for supporting the Laserfiche System.This includes, but is not limited to the: Application Server,SAN File Server,and WORM File Server Configuration.As well as requisite software: © Windows Server 2008 x64,SQL Server 20D8 x64(with CALs if required). ECS Imaging, Inc.will install and test the SQL Server 2008 x64 version procured by the San Bernardino Police Department. I ECS Imaging, Inc.will install,configure,and test all Laserfiche Server software including the: Laserfiche Server,Laserfiche Workflow and Laserfiche Audit Trail.Operation of all Laserfiche software will be thoroughly tested, and any issues that arise will be addressed and collaboratively resolved by ECS Imaging, Inc. and the San Bernardino Police Department. ' .;tn . L ' .re, _. '..'•_ . ' ��vu ,.n 'IP` i;e w„ Monthly planning meetings will be held between ECS Imaging, Inc. and various staff at the San Bernardino Police Department to revise the Laserfiche implementation plan.These meetings will be directed by ECS Imaging, Inc. and will require significant time from all involved parties as described in the roles and responsibilities section of the project plan.The purpose of these meetings will be to educate ECS Imaging, Inc. on the current business process in place with the FileNet system. ECS Imaging, Inc. will develop a Scope of Work(diagrams and procedural documentation) based on the meeting notes. Multiple Statement of Work documents will be created and signed-off for by San Bernardino This information Is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(the'Proprietary Information')is highly confidential and proprietary to and © constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of EC5 Imel ing Inc.Management. 7 of 26 Police Department prior to configuration. These Statement of Work documents will be appended as attachments to the original Project Plan and may modify the Project Plan. Configuration of the system, including workflows,folder structure,and template fields will be completed by ECS Imaging, Inc. either onsite or remotely. Testing of the system will be performed by ECS Imaging, Inc.and San Bernardino Police Department. Testing will involve successfully executing all possible permutations of the Laserfiche Workflow process as well completing the entire business process of which the Laserfiche Workflow is part of. Vhl ks, C:mT;prfi :.rtsite`E'rairt lig fbr i7 end Ret:ords Users ECS Imaging, Inc. strongly encourages a train-the-trainer approach.This approach reduces the cost of implementation and results in dedicated Laserfiche resources already on staff.San Bernardino Police Department will provide computer literate and motivated trainers (or power users)to train all staff on how to use Laserfiche if this approach is chosen.All staff will initially apply to those in the Records, Finance, Internal Affairs, Personnel Records, and Information Technology departments.This includes the capture,searching, and retrieval of documents. ECS Imaging, Inc.will provide extensive and exercise based training to the trainers such that they feel comfortable and confident training their peers. © Once all critical users are trained and comfortable capturing,searching, and retrieving document in Laserfiche will Go-Live.At that time,the existing FileNet system will be set to Read-Only by the San Bernardino Police Department and no additional documents will be added to the FileNet system.All day-forward capture and retrieval will be performed with Laserfiche. This information is confidential and proprietary to Ecs Imaging,Incorporated.The Intent is only for the customer and the information contained herein(the'Pmpdetary Information')is highly confidential and proprietary to and © constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging.Inc.Management. 8 of 26 Scope The Project Scope is simply the work that needs to be accomplished to deliver a Laserfiche ECM solution that meets the requirements of San Bernardino Police Department.The project title Replacing and Developing a Superior ECM Solution encompasses the vision of the project: Implementing a superior ECM Solution by developing new workflow and capture processes to increase effectiveness,while reproducing the existing process to facilitate a smooth transition. 1. Install Server Hardware and Software for Laserfiche System 2. Ensure that all installed Hardware and Software are patched and stable under-load 3. Procure and Deliver Laserfiche Software from Laserfiche Corporate 4. Install Laserfiche Server Software(i.e.Server, Workflow,Weblink,Web Access,Audit Trail,Quick Fields Agent and Import Agent) 5. Ensure all Laserfiche Software Modules can communicate with one another 6. Develop Statement of Work Documents for Capture and Workflow Solution for Records 7. Implement Capture and Workflow Solutions based on Statement of Work for Records 8. Develop Statement of Work Documents for Capture and Workflow Solution for Finance 9. Implement Capture and Workflow Solutions based on Statement of Work for Finance 10. Develop Statement of Work Documents for Capture Solution for Internal Affairs 11. Implement Capture Solutions based on Statement of Work for Internal Affairs C 12. Develop Statement of Work Documents for Capture Solution for Personnel Records 13. Implement Capture Solutions based on Statement of Work for Personnel Records .. . ....d C(Ibies Laserfiche (Thick or Thin) Client Training This hands-on or group training is based toward users who have never used Laserfiche 8 before. Some of the topics covered in this training are:Annotations,Customizing the Document Viewer, Document Metadata, Using the Folder Browser, Electronic Documents,Searching, Importing Documents, Exporting and Printing Documents, and Snapshot. i • Laserfiche Weblink(Thin)Client Training This hands-on or group training is based toward users who have never used Laserfiche 8 before. Some of the topics covered in this training are: Using the Folder Browser, Electronic Documents, Searching, and Exporting and Printing Documents. • Laserfiche Scanning Training This hands-on or group training is for users who will be scanning documents into Laserfiche using Laserfiche Scanning.Topics discussed in the training are indexing,short-cut keys, batch processing techniques,and cleanup tools. Laserfiche Client Training is a prerequisite for this class. This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(the Tmonetary Information')is highly confidential and proprietary to and ® constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of Ecs Imaging Inc.Management. 9 of 26 • LoserficheAdminTraining This hands-on or group training is for users who will be administering the Laserfiche System. This class is not exclusive to IT, but users should be curious and technically savvy.Some of the topics covered in this training are:Security, Metadata Management,Volumes, Repository Setting, Recycle Bin, System Architecture,Troubleshooting, and Backup Best Practices, Laserfiche Client Training is a prerequisite for this class. • Loserfiche Quick Fields Training This hands-on training and is for users who will be creating Quick Fields Sessions.Typically this training is restricted to IT or Power Users of Laserfiche as once a Session is created it can be used by multiple people.As such,only interested parties should attend. Class material is dependent on purchased Quick Fields modules.Laserfiche Client Training is a prerequisite for this class. • Laserfiche Audit Trail Training This hands-on or group training and is for user who will be generating or viewing Audit Reports on the Laserfiche Repository. Laserfiche Audit Trail is typically used to investigate the viewing, retrieval,or export of a document from the Laserfiche Repository.This class is typically limited to Administrators and Power Users with comprehensive access to the Laserfiche Repository. Laserfiche Client Training is a prerequisite for this class. • Loserfiche Workflow Training © This is hands-on training is based on the Laserfiche Workflow Designer application.This training focused on workflow design,workflow optimization, and workflow troubleshooting.This training is for administrative users only.Laserfiche Client Training is a prerequisite for this class. m aI ',.� :r,c Items beyond scope are those items which are not included in this Project Plan.They include: • Installing any software on Workstations not located at San Bernardino Police Department's Headquarters • Training users at offsite locations otherthan San Bernardino Police Department's Headquarters • Maintaining existing FileNet systems or hardware related to it, e.g. Optical Jukebox • Migrating FileNet Data from Existing System to Laserfiche This information is confidential and proprietary to ECS Imaging,incorporated.The intent is only for the customer and the information contained herein(the'proprietary,Information')is highly confidential and proprietary to and ® constitutes trade secrets of ECS imaging,Inc..This Information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc.Management. 10 of 26 The initial 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,with monthly assessments included in the status report and open to amendment by the Project Manager at ECS Imaging, Inc. Because mitigation approaches must.be agreed upon by all stakeholders, it is necessary to allocated time into each meeting dedicated to identifying new risks and discussing mitigation strategies.The Project Manager will convey amendments and recommend contingencies as conditions warrant. Risk Risk Level Likelihood of Event Mitigation Strategy (L/M/H) SBPD H: Over 160 Somewhat Likely Project Manager, IT Administrator,and IT Tech Person Hours will need to be dedicated to the project. Hours and Regularly schedule on-site and remote visits Availability should maintain open communication End User M: Existing Certainly End Users will be resistant to learning a new Resistance System in Place, process or piece of software.This resistance is Potential for amplified by the fact that there is a working Efficiency Gains system it place. Change evangelists need to be identified and used to spread the news that a © change is coming, and that it will be better for the department.Also, performing comprehensive training with all users and addressing and listening to concerns up front, will be critical to user adoption. Vendor H: Over 500 Unlikely An Account Executive,Project Manager, Technical Hours Trainer, Developer, and Six Professional staff Services team members will be assigned to the Availability Project as needed. Resources will be committed to the project in advance, based on the project timeline,such that they are not scheduled elsewhere. Timeline L:Timeline not Unlikely Most of Laserfiche's functionality is out of the Estimates correct box.The install of the software takes minimal Unrealistic time.The majority of the time is spent developing, mapping, and configuring Workflow and capture solutions,as well as providing Training and Documentation for the End User. Vendor M: Estimated Somewhat Likely Preliminary Project Planning has been Project time completed to explore the scope of work Deliverables required to satisfy the business and technical goals in the Project Plan. It has been agreed This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(the'proprietary Information')is highly confidential and proprietary to and © constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc.Management. 11 of 26 Qthat SBPD staff will need to group Nature of Call and Document Type to a set of pairs which will set-off up to 10 workflow routes.Detailed deliverables will need to be defined further Planning meetings will be scheduled to map out all workflows and capture requirements.And additional confirmation meetings will be help to confirm the resulting Statement of Work(s). Project M: New Likely Project plan scope has been clearly defined Scope requirements with a clear list of items that are not covered in Creep not mentioned in the scope of this project. Planning meetings will Project Plan be scheduled to map out all workflows and capture requirements.And additional confirmation meetings will help to confirm the Statement of work. Scope change is allowed, however, change of scope documentation will need to be completed and this will likely increase the cost of the project. User M:Must be able Somewhat Likely Training will be given as close as possible to Go- Retention to apply material Live date for Laserfiche as possible. Compelling of Training shortly after users to apply their training knowledge to training or it will continue to fulfill their job function.Training be lost documentation will be provided to help refresh ® users on the process.These guides will be provided at trainings,where applicable,so users can take notes on them. Lab based or hands-on trainings tend to lead to better retention of training material if they are available. Job Security M: Fear that Somewhat Likely The potential for improved automation from system may workflow may be perceived to result in reduced somehow need for clerical staff related to copying and replace jobs delivering paper throughout the department. Job security concerns may hamper success of project if failure of project is linked to saving jobs. Project Sponsor's Strategy is to make it clear to everyone that this would be long who may have these intentions that the Police Department has to remain solvent and effective and that embracing new technologies is the only way to accomplish the department's goal Council L: Lack of Somewhat Likely SBPD will show that these monies are not the Resistance interest in City's and are grant monies directed towards investing in any this function only. ECS Imaging, Inc.will attend system council meeting to offer assurances and commitment to the City Council. This information is confidential and proprietary to E6 imaging,incorporated.The intent is only for the customer and the information contained herein(the'Proprietary Information')is highly confidential and proprietary to and - ® constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc.Management. 12 of 26 The Milestones and Tasks list provides a detailed list of all tasks that must be completed to successfully execute the project. Index of Customer Initials Mike Eckley, ME Jason Suarez,JS Index of Vendor Initials Debbi Bodewin,DB Chad Rodriguez,CR Jesse Martinez,JIM TommyTng,TT James Green,JG Israel Sandoval, IS Anjy Divine,AD Task List ID Description Depen Dura Assigned Est. Comp dency tion To: Date Complete 0 623 ALL 2/15/2011 1 Project Planning None 83 JG 6/31/2010 1.1 Develop Goals and Objective '" 2 1.2 Define Project Approach "" 4 1.3 Define Project Scope 30 ® 1.3.1 Provide Risk Assessment 6 1.3.2 Provide Milestones and Timeline 24 1.4 Define Assumptions M 1 1.5 Define Constraints '" 1 1.6 Define Project Manag5 " 1.6.1 Provide Project Timeli '� 1 1.6.2 Define Project Roles a 1 1.6.3 Define Issue Managem " 1 1.6.4 Provide Communicati " 2 1.7 Monthly Onsite Progr40 JG,JS, ME 2 Contract Agreements 1.x 0 ME,DB 7/15/2010 3 Kickoff Meeting Z.x 3 ALL 7/15/2010 4 Purchase Server Hardware/Software and None 2 JS,1M 8/31/2010 Configure 4.1 Test that Servers Post KS 4.2 Place Servers on Existing Rack 4.1 4.3 Install Server OS Software 4.2 4.4 Install Default Software(Virus/Backup) 4.3 4.5 Install all Hotfixes and Patches 4.3 4.6 Configure OS for Laserfiche (see attachment) 4.3 " 4.7 Load Test Servers 4.6 4.8 Install SQL Server on DB Server 4.7 2 IM 9/1/2010 This information is confidential and propdehrvto ECS Imaging,Incorporated.The intent is onlyfor the customer and the information contained herein(the'proprietary Information')is highly confidential and proprletary to and © constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indlre4ly,without the prior written consent of ECS Imaging,Inc.Management. 13 of 26 Q5 Install and Test Laserfiche Server Software 4.x 18 JIM 9/6/2010 5.1 Download Laserfiche Software 4.x 2 " 5.2 Install Laserfiche Server 5.1 2 " 5.3 Install Advanced Audit Trail 5.2 1 " 5.4 Install Laserfiche Client/Scanning x20 6 " 5.5 Install Laserfiche Workflow 1 " 5.6 Install Laserfiche Web Access " 1 5.7 Install Laserfiche Weblink 1 " 5.8 Install Laserfiche Quickfields 1 " 5.9 Install Laserfiche Import Agent " 1 5.10 Patch all Laserfiche Software ' 2 " 6 Detailed Planning None 160 JG,ME,JS 9/13/2010 6.1 Review Project Plan and Revise 8 1G, ME,JS 6.2 Define Initial Laserfiche Folder Structure 4 JG, ME,JS 63 Define Laserfiche Template Fields 4 JG, ME,JS 6.4 Define and Document Solution for Records 112 1G, ME,JS " 6.4.1 Define Existing Capture Solution for Records 24 1G, ME,1S 6.4.2 Document Existing Capture Solution for Records 8 1G 6.4.3 Define Existing Workflow Solution for Records 56 1G, ME,JS 6.4.4 Document Existing Workflow for Records 24 JG 6.5 Define and Document Solution for Finance 16 JG, ME,1S " 6.5.1 Define New Capture Solution for Finance 8 1G, ME,1S © 6.5.2 Document New Capture Solution for Finance 8 JG 6.6 Define and Document Solution for Internal Affairs 8 JG, ME,JS 6.6.1 Define New Capture Solution for Internal Affairs 4 1G, ME,JS 6.6.2 Document New Capture Solution for Internal " 4 1G Affairs 6.7 Define and Document Solution for Personnel 8 JG, ME,JS " Records 6.7.1 Define New Capture Solution for Personnel 4 JG, ME,JS " Records 6.7.2 Document New Capture Solution for Personnel 4 1G Records 7 Basic Software Configuration 6.x 16 JIM 9/13/2010 7.1 Configure Folder Structure 6.2 4 " 7.2 Configure Laserfiche Templates 6.3 2 " 7.3 Configure Laserfiche Audit Trail 6 1 ' 74 Configure IIS 7.5 Configure Web Access 7.6 Configure Weblink 2 7.7 Activate Quickfields j6A 0 " 7.8 Configure Import Agent 2 8 Advanced Software Configuration x 280 JM,JG,TT 10/20/2010 8.1 Configure and Test Solution for Records 248 " This information is confidential and proprietary to ECS Imaging,Incorporated.The intend is only for the customer and the information contained herein(the'Proprietary Information')is highly confidential and proprietary to and © constitutes trade secrets of ECS imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of EC5 Imaging,Inc.Management. 14 of 26 l 8.1.1 Configure Capture for Records 32 8.1.2 Configure Workflow for Records 160 8.1.3 Test and Correct Capture for Records 16 " 8.1.4 Test and Correct Workflow for Records 40 " 8.2 Configure and Test Solution for Finance 6.5 16 " 8.2.1 Configure Capture for Finance 8 8.2.3 Test and Correct Capture for Finance 8 " 8.3 Configure an st Solution for Internal Affairs 6.6 8 8.3.1 Configure Capture for Internal Affairs 4 " 8.3.3 Test and Correct Capture for Internal Affairs 4 " 8.4 Configure and Test Solution for Records 6.7 8 " 8.4.1 Configure Capture for Records " 4 8.4.3 Test and Correct Capture for Records 4 9 Training 8.x 44 AD,JG 1/17/2011 9.1 Laserfiche Thick Client Training 4 AD TBD 9.2 Laserfiche Thin(Web Access)Client Training 4 AD 9.3 Laserfiche Thin (Weblink)Client Training 4 AD 9.4 Laserfiche Scanning Training 4 AD 9.5 Laserfiche Administration Training 4 AD ' 9.6 Laserfiche Audit Trail Training 4 AD " 937 Laserfiche Quick Fields Training 8 AD 9.8 Laserfiche Workflow Training 8 JM,AD " 9.9 End User Review Training 4 AD 10 Go-Live Day 9.x 16 JG,JM 2/10/2011 10.1 Troubleshooting Team on Standby 16 JG,JM li Project Wrap-up Meeting 11.x 0 ME,JS, 2/14/2011 DB,1G,CR 11.1 Sign-Off and Complete Project 0 ME,J5, DB 2/14/2011 This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(the'Proprietary Information')is highly confidentia l and proprietary to and ® constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or Ind rectly,without the prior written consent of ECS Imaging,Inc.Management. IN 15 of 26 Assumptions The following assumptions were made in preparing the Project Plan: • Hardware, including scanners,will be provided by the San Bernardino Police Department.The hardware will meet or exceed the hardware requirements for all proposed software. • A table will be created by the San Bernardino Police Department which.will include the Nature of Call as one column,Document Type as one column,and Name Workflow to be executed as one column.No more than 10 workflow routes can be chosen without exceeding the current scope. • Management will ensure that project team members are available,as needed,to complete project tasks and objectives. • Changes made after the initial requirements gathering stage will result in project delays and affect the entire timeline of project delivery. • Changes to the scope of the project may result in a decrease of the quality of product delivered or an increase in cost to execute the project. • Employees of the San Bernardino Police Department are willing to make changes to their existing process to adapt to Laserfiche's Capabilities. • All project participants will abide by the guidelines identified within this Project Plan. • The Project Plan may changes as new information and issues are revealed. Constraints The following represent known project constraints: • Project funding sources are limited,with no contingency • Due to the nature of law enforcement, resource availability is inconsistent,specifically for training. • Hardware Infrastructure The following represent critical risks to the project: • Removal of project funding • Natural disasters,terrorism, or acts of war Should any of these events occur the Project Plan would become invalid. This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(the'proprietary Information')Is highly confidential and proprietary to and © constitutes trade secrets of Ecs imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or Indirectly,without the prior written consent of ECS imaging,Inc.Management. 16 of 26 Project Management Approach Team Member Role Responsibilities When Needed Mike Eckley Customer . Set and approve project objectives and Phases 1-6 Project initiate the project Sponsor . Approve project plan and cost . Secure buy-in to the project . Monitor Vendor Project Manager accountabilities . Monitor Customer Project Manager and IT Analyst accountabilities . Authority to commit business resources to the project . Assist in defining departmental workflows and capture needs . Negotiate and resolve all conflicts of meeting plan e.g. schedule vs. staffing issues . Communicate organization changes associated with the project Q . Create Nature of Call, Document Type, and workflow to Execute table Jason Suarez Customer . Single point of contact to the business Phases 1-6 Project . Approve Changes Manager . Control scope of project to objectives . Communicate project plans and status to stakeholders within SBPD . Provide input to the Project Plan and Schedule . Schedule and facilitate steering committee update meetings with Customer Project Sponsor . Schedule and facilitate team meetings . Prepare agendas, maintain action item list . Contribute and document requirements& participate in resolution of requirements conflicts . Guide setup and implementation with the vendor to meet functional requirements . Manage Issues . Manage Quality This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(the'Proprietary Information')is highly confidential and proprietary to and © constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or Indirectly,without the prior written consent of ECS Imaging,Inc Management.' 17 of 26 O • Plan,obtain &coordinate 5BPD resources in accomplishing business tasks in alignment with project plan priorities/tasks • Identify obstacles and escalate to appropriate level for resolution • Ensure Adherence to IT Project - Methodology • Plan, obtain &coordinate IT resources in accomplishing IT tasks and set priorities • Manage IT Purchasing participation • Manage acquisition of software licensing • Perform user acceptance testing • Coordinate implementation and training • Develop end-user training materials and train end-users • Determine business organization and process changes;implement them Jason Suarez Customer • Procure and install hardware Phases 2-6 ITAnalyst • Install software • Troubleshoot and provide technical support during solution configuration and implementation © • Create and document back-up plan and back-up schedule Debbi Bodewin Vendor • Finalize contract negotiations and Phases 1-6 Account commitment of ECS Imaging,Inc.to Manager Project • Monitor Vendor Project Manager accountabilities • Monitor Vendor IT Manager accountabilities • Maintain active relationship with Customer Project Sponsor James Green Vendor • Provide progress updates according to Phases 1-6 Project communication plan Manager • Provide structured Implementation methodology • Analyze current methods and map to desired outcome • Identify gaps between desired outcome and standard software capabilities • Communicate process changes that are required to implement the solution • Prepare&coordinate solution This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the Information contained herein(the Troprletary Information')is highly confidential and proprietary to and O constitutes trade secrets of EC5 Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or Indirectly,without the prior written E consent of ECS Imaging,Inc.Management. 18 of 26 Odeployment • Document application for all support tiers Chad Rodriguez Vendor • Implement configuration and setup Phases 2-6 Technical according to requirements and analysis Manager • Drive systems testing; resolve nonconforma nce's • Participate in User Acceptance Testing; resolve nonconformance's Jami Shore Office • Coordinate the availability of vendor staff Phases 1-6 Manager to meet requirements of Project Plan. Israel Sandoval Vendor IT • Implement configuration and setup Phases 3-6 Analyst according to requirements and analysis Jesse Martinez Vendor IT • Implement configuration and setup Phases 3-6 Analyst according to requirements and analysis Kathy Crider Vendor IT • Implement configuration and setup Phases 3-6 Analyst according to requirements and analysis Artily Divine Vendor • Develop User Training Documentation for: Phase 5 and 6 Trainer • Laserfiche(Thick or Thin [Web Access]) Client Training • Laserfiche Weblink(Thin)Client Training • Laserfiche Scanning Training • Laserfiche Admin Training ® • Laserfiche Quick Fields Training • Laserfiche Audit Trail Training • Laserfiche Workflow Training - Tommy Ting Vendor • Provide custom applications and scripting Phase 3 and 6 Application as required to implement overall solution Developer This information is confidential and proprietary to E6 Imaging,Incorporated.The intent is only for the customer and the information contained herein Ithe'Proprietary Informatlon'I is highly confidente l and proprietary to and ® constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECg imaging,Inc.Management. 19 of 26 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 that any changes to the Project Plan will impact at least one of three critical success factors:Available Time,Available Resources (Financial, Personnel),or Project Quality.The decision by which to make modifications to the Project Plan (including project scope and resources)should be coordinated using the following process: Step 1: As soon as a change which impacts project scope,schedule,staffing or spending is identified, the Project Manager will document the issue. Step 2: The Customer and Vendor Project Managers will review the change and determine the associated impact to the project and will forward the issue, along with a recommendation,to the . Customer Project Sponsor for review and decision. Step 3: Upon receipt,the Customer Project Sponsor should determine whether to approve, reject or modify the request based upon the information provided by the Project Managers and their own judgment. Step 4: Following an approval or denial (by the Customer Project Sponsor),the Project Manager will notify the original requestor of the action taken.There is no appeal process. We must assure open and timely communication for the organization by providing appropriate information to the people who need it,when they need it. By embracing the organization-wide commitment to this project, each individual must do his or her part to ensure its success.This plan provides a framework for informing,involving,and obtaining buy-in from all participants throughout the duration of the project. This communication plan is for the following audiences: • Customer Project Sponsor • Customer Project Manager • Customer IT Analyst • Customer Stakeholders • Vendor Account Manager • Vendor Project Manager • Vendor Technical Manager • Vendor Office Manager Communication cannot be limited to any one method or vehicle. It comes in many forms and must follow guidelines and an appropriate level of formality to ensure knowledge and information transfer. This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(me'Proprietary Information')is highly confidential and proprietary to and © constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed > .x or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of Ecs imaging.Inc.Management. 20 of 26 The following is a list of vehicles that will be found within the communication plan.This list is not extensive and may grow throughout the life of the project. • Email • Informal word of mouth • Team meetings • Conference calls • Web Meetings • Paper Weekly Status Reports The Customer Project Manager and Vendor Project Manager will have one conference call per week until the completion of the project.These calls will serve to set priorities for the week based on the Milestones defined in the project plan.The result of these meetings will be complied into the Monthly Status Report. Milestones,their dependences, hours, and delivery date may be updated during the conference call. It is expected that the Customer Project Manager effectively communicate any changes to all affected staff within the San Bernardino Police Department,The Vendor Project Manager is responsible for communicating any changes to all affected project staff at ECS Imaging, Inc. Monthly Status Reports © The Vendor Project Manager,with the assistance of the Customer Project Manager,will provide monthly(in person)written status reports to the Customer Project Sponsor and Vendor Account Manager.The reports shall include the following information tracked against the Project Plan: • Summary of tasks completed in previous month ICI • Summary of tasks scheduled for completion in the next month • Summary of issue status and resolutions • Summary of Project Sponsor decisions that must be made, by what time This information is confidential and proprietary to ECS imaging,incorporated.The intent is only for the customer and the information contained herein(the'Proprietary Information')is highly confidential and proprietary to and © constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written E3 consent of ECS Imaging.Inc.Management. 21 of 26 Approvals I have read the above Project Plan and will abide by its terms and conditions and pledge my full commitment and support for the Project Plan. Customer approval for project is included as an attachment to the Project Plan under Vendor Services Agreement. Vendor Account Manager Signature Date Vendor Project Manager Signature Date Vendor Technical Manager Signature Date Attachments © Statement of Work—Records Statement of Work—Finance • Statement of Work—Internal Affairs • Statement of Work—Personnel Records This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(the Proprietary Information')is highly confidential and proprietary to and ® constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc.Management. 22 of 26 © tt11or1l a GN,,rk — Rpc')rd.s Note: This is not a final statement of work. This is a high-level scope definition document that will provide a framework for the project moving forward. Summary The Records Department already has an existing system in place.The goal is to replicate the existing system and add additional functionality as funding allows.The process is as follows: (1) Documents are scanned using the existing Kofax Ascent solution;the scripts will need to be updated to point to Laserfiche,(2) ECS Imaging,Inc.will develop an application, based on a user generated table,to classify Nature of Call and Document Type variable combinations into one of ten workflow routes. (3)Based on the classification documents will be routed to the appropriate workflow. (4)Each workflow will need to be defined as part of Milestone 6,Detailed Planning. 111 sovrl new ..—no will be node m,aagn eweting Kolax - elanX'xation will want synem IEl rlaulOcee'rvn be completed ..red on NBNR or tnmugn CallaMCOcumenl Type pmpamming __... based ear......ad emplace ..0 valin /11) epandin u n' mono ' ( teWorkflow aoem e w I 14l Wmklbw Pl watflow1 14)Worklb l 14w NIOw3 (4)woMnom4-. 141w kllow5 I141Workflow 6 141 Wptk(bwl (4)Wor"" g ''1<I WOdnow9 10(1.be to be defined) no be denned) Ito be defined). Ito be dermal'. (to bed fined) to ne defined) lm be deraeel for be defined) Ito be de0adl dermd) This i nfofimation is confidential and proprietary to ECS l maging,Incorporated.The intent is only for the costortrer ; and the information contained herein(the'proprietary Information')is highly confidential and proprietary to and © constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communiratetl,disdosetl or divulged to any person,firm,corporation or other legal entity,directly or indirecIfly,without the prior written consent of ECS Imaging,Inc.Management. 23 of 26 Note.: This is not a final statement of work. This is a high-level scope definition document that will provide o framework for the project moving forward. Summary (1) Document is scanned into the system. (2)Documents are automatically indexed with Quick Fields.An effort will be made to automate the capture process where possible.This includes zonal OCR and database lookup from the existing financial system. (3) Document will be automatically filed based on index field values. Ixl scan Documents will be scanned and indexed through Win-fiche Quickfields. (Z)Auto Capture Process will be Index Values streamlined to significantly reduce -- keystrokes over existing solution. © (3)Document Auto- Filled based on Index Values This information is Confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the Information contained herein(the'Proprietary Information')B highly Confidential and proprietary to and ® constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of EC5 Imaging,Inc.Management. 24 of 26 �. ��.� s_ra pfVYrn�- kntt'rn�I Afiaihs Note: This is not a final statement of work. This is a high-level scope definition document that will provide a framework for the project moving forward. Summary (1)Document is scanned into the system. (2) Documents are manually indexed with Laserfiche Standard Scanning. (3) Document will be automatically filed based on index field values. If requisite field values do not exist,then the document will need to be manually filed. (lI Scan Documents will be scanned and indexed through taserfiche Automated Filling Scanning. s Possible,but is g I2)MaValues Index Values dependent on requisite index values Ir Q (3)Document Manually Filled This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the Information contained herein(the'Proprietary Information')is highly confidential and proprietary to and ® - constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc.Management. 25 of 26 ® : ti3.e:ni�ntofbor'.k Pei>onnelRecords Note: This is not a final statement of work. This is a high-level scope definition document that will provide a framework for the project moving forward. Summary (1) Document is scanned into the system. (2)Documents are manually indexed with laserfiche Standard Scanning. (3) Document will be automatically filed based on index field values. If requisite field values do not exist,then the document will need to be manually filed. (1)Scan Documents will be scanned and indexed through 'r l.aserflche Automated Filling Scanning. (?)Manual of Ind" is Possible,but is Values dependent on requisite index values ® (3)Document Manually Filled This information is confidential and proprietary to M Imaging,Incorporated.The intent is only forthe customer and the information contained herein(the'Proprietary Information')is highly confidential and proprietary to and ® constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of EC5 Imaging,Inc.Management. 26 of 26 San Bernardino Police Department FileNet to Laserfiche Conversion Author: James Green, Project Manager Creation Date: 7/7/2010 Last Revision Date: 7/8/2010 Version: 1.0 This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(the'Proprietary Information')is highly confidential and proprietary to and ® constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation arother legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc.Management. 1 of18 Table of Contents Purposeof Plan.............................................................................................................................................3 BackgroundInformation...............................................................................................................................4 Goalsand Objectives......................................................................................................................................5 BusinessGoals and Objectives..................................................................................................................5 ProjectGoals and Objectives....................................................................................................................5 ProjectApproach..........................................................................................................................................6 Phase 1: Conversion of First Set of Data from FileNet..............................................................................6 Phase 2: Conversion of Second Set of Data from FileNet.........................................................................6 Scope.............................................................................................................................................................7 ScopeDefinition........................................................................................................................................7 TechnicalDeliverables..............................................................................................................................7 Itemsout of Scope....................................................................................................................................7 RiskAssessment........................................................................................................................................7 Milestones.................................................................................................................................................8 ® Assumptions..................................................................................................................................................9 Constraints....................................................................................................................................................9 ProjectConstraints....................................................................................................................................9 CriticalProject Constraints........................................................................................................................9 Project Management Approach..................................................................................................................10 Project Roles and Responsibilities..........................................................................................................10 IssueManagement..................................................................................................................................12 CommunicationsPlan.............................................................................................................................12 CommunicationMethods...................................................................................................................13 Approvals....................................................................................................................................................14 Sign-off Sheets.........................................................................................................................................14 Attachments................................................................................................................................................14 ECSPartner's Contract............................................................................................................................15 This information is confidential and proprietary to Ecs Imaging,Incorporated.The intent is only for the customer and the Information contained herein(the'Proprietary Information')is highly confidential and proprietarytoand — ® constitutes trade secrets of E6 Imaging,Inc..This information shall not be published,communicated,disclosed , „+ or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of E6 Imaging,Inc.Management. 2of18 Purpose of Plan The San Bernardino Police Depart ment Project Plan will provide a definition of the project, including the project's goals and objectives.Additionally,the Project Plan will serve as an agreement between ECS Imaging, Inc., Project Sponsor-Mike Eckley, Project Manager-Jason Suarez,and other key-stakeholders associated with and/or affected by the project at the San Bernardino Police Department.The Project Plan will define the following: • Project Purpose • Objectives and Goals • Project Approach • Scope and Expectations • Roles and Responsibilities Assumptions and Constraints • Project Management Approach `/ This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(the'proprietary Information')is highly confidential and proprietary to and Q constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc.Management. 3 of 18 © Background Information San Bernardino PD is looking to implement a comprehensive ECM(Electronic Content Management) Solution to improve the PD's effectiveness and efficiency across all departments in the organization.The - current FileNet system's cost and complexity has made expanding the system to additional departments,other than Records,cost prohibitive.The goal is to implement a more robust and cost effective ECM solution, Laserfiche,with a focus on workflow and business process management to help San Bernardino Police Department to run smarter. The scope of the project is to convert all data stored in the existing FileNet system to Laserfiche.This data must be converted as the existing hardware associated with the FileNet system,the optical jukebox, will be difficult to support in coming years as it is soon to be a discontinued HP product. Significant time will be required to copy data off the existing optical platters to a hard-drive. Due to the time to copy this data ECS Imaging, Inc. has suggested that the data be pulled in two phases.The first phase will include all data on all disks. Using the time stamp on the documents,only documents up to a certain date will be processed. The second phase will occur once the Laserfiche system is operational and users have been trained on the Laserfiche system and are scanning into it.At this time all data in the FileNet system will be placed into a Read-Only mode and the data not included in Phase 1 will be processed. ECS Imaging, Inc.will assist in obtaining the specific data to limit such that a complete copy does not need to be generated if at all possible. By performing phase 1 in parallel with the Laserfiche implementation,the implementation time of the overall solution will be minimized. - tical there is a high probability of finding bad data on the O When extracting data from MO(Magento Op ), g p ty g disks. While it possible to correct some of this data,some of the data may not be recoverable. Data recovery,while possible,will be done on a time-and-materials basis. It is important to note that the conversion will take place on the good data provided to ECS Imaging, Inc. If you suspect a certain disk to be bad, orto have a physical defect, it may be possible to correct the issue. However,this needs to be documented on a case by case basis for ECS Imaging, Inc.to review when the original data is provided. ECS Imaging, Inc.will make a good faith effort to assist in repairing data, but the errors must be identified at the time the data is provided to ECS Imaging, Inc. and the repair will be on a time-and- materials basis. The current Case Management System is not directly affected by this project and will continue to be the primary application for case management.The Laserfiche ECM solution will serve as the document storage and the document workflow solution augmenting the Case Management System. ECS Imaging, Inc. is a Laserfiche Reseller who will be implementing the Laserfiche ECM System.With over 20 years of experience implementing governmental ECM solutions, ECS Imaging, Inc. is committed to providing quality installation,configuration,consulting,training,and support services for the San Bernardino Police Department. This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer © and the information contained herein Ithe'Proprietary Information')is highly confidential and proprietary to and constitutes trade secrets of Ecs Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc.Management. 4of18 Goats and Objectives • Retire obsolete hardware, as support for current hardware has expired • Reduce long-term maintenance costs associated with existing ECM system. • Provide a platform for electronic workflows to increase efficiency • Improve accessibility of records to staff • Replicate and improve security of stored records Remove obstacles to sharing information • Convert FileNet data to Laserfiche This information is confidential and proprietary to ECS Imaging,Incorporated.The Intent is only for the customer r y. and the information contained herein(the Proprietary Information')is highly confidential and propfataryto and - } © constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or Indirectly,without the prior written consent of E6 l maging,Inc.Management. 5of18 Project Approach • Phase 1:Conversion of First Set of Data from FileNet Phase 2:Conversion of Second Set of Data from FileNet (1 ll(1 1 San Bernardino Police Department will provide ECS Imaging, Inc. with a complete copy of all data from all MO disks to a portable hard-drive.Any errors found with the data should be documented and presented to ECS Imaging, Inc.with the provided data.San Bernardino and ECS Imaging, Inc.will set the FileNet system to save all new data to new MO,while setting the existing MOs to read-only. ECS Imaging,Inc.will work with our partner,STG(Southern Technology Group),to convert the given FileNet data to Laserfiche.Once the data has been converted,it will be imported into Laserfiche for review by the San Bernardino Police Department. San Bernardino Police Department will set all volumes associated with the FileNet system to Read-Only. San Bernardino Police Department will provide ECS Imaging,Inc.with data from all MO disks that were not included in Phase 1 on a Portable Hard-Drive.Any errors found with the data should be documented © and presented to ECS Imaging, Inc.with the provided data. ECS Imaging, Inc.will work with our partner,STG (Southern Technology Group),to convert the given FileNet data to Laserfiche. Once the data has been converted, it will be imported into Laserfiche for review by the San Bernardino Police Department. This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information conuined herein Ithe'Proprietary Information')is highly confidential and proprietary to and ® constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc.Management. 6of18 Q Scope S, r; r Oeffimuon The Project Scope is simply the work that needs to be accomplished to deliver a FileNet to Laserfiche conversion that meets the requirements of San Bernardino Police Department. 1. Deliver Conversion of Data for Phase 1 2. Deliver Conversion of Data for Phase 2 Items beyond scope are those items which are not included in this Project Plan..They include: • Data not originally contained on the MO drives • Data that is corrupt or unreadable The initial 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,with monthly assessments included in the status report and open to amendment by the Project Manager at ECS Imaging, Inc. Because mitigation approaches must be agreed upon by all stakeholders, it is necessary to allocated time into each meeting dedicated to identifying new risks and discussing mitigation strategies.The Project Manager will convey amendments and recommend contingencies as conditions warrant. Risk Risk Level Likelihood of Event Mitigation Strategy (L/M/H) SBPD Person H:Approximately Somewhat Likely Copying the disks and troubleshooting errors Hours and 40 Hours when copying disks will take considerable time. Availability Scripting the copy operation,while handling errors,is advisable and will need to be completed at the command level. Data H:Corrupt data Certainly The corrupt data should be documented and Integrity should be repaired if possible. ECS Imaging, Inc. and its partners can assist with errors; however,this is not included in the cost of the project as the errors are unknown at this time. Performance H:Copying large Somewhat Likely Copying large amount of data from MOs, Impact amount of data specifically,when a given document spans This information is confidential and proprietary to Ecs Imaging Incorporated.The intent is only for the customer and the information contained herein(the'Proprietary Information')is highly confidential and proprietary to and ® constitutes trade secrets of E6 imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of E6 magi ng Inc.Management. 7 of 1S © from MO multiple MOs,can directly impact the performance for users of the system. Users must be aware of the potential impact,and administrators should make an effort to copy data at less busy times when possible. Timeline L:Corrupt Data Somewhat Likely The conversion process may take longerthan Estimates Delays Project expected if there is a significant amount of corrupted data.And if the vendor is requested to try to repair the data. The Milestones and Tasks list provides a detailed list of all tasks that must be completed to successfully execute the project. Index of Customer Initials Mike Eckley,ME Jason Suarez,JS Index of Vendor Initials Peter McCoy, PM Tommy Ting,TT James Green,JG Chad Rodriguez,CR O Task List FID Description De pen Dura Assigned Est. Comp dency tion To: Date Complete 0 N/A ALL TBD Conversion of First Set of Data from FileNet None N/A Js,1G, TBD PM,CR Define Requirement JG,JS Document Requirements 1G, PM Obtain Data from FileNet JS 1.4 Provide Data to ECS Imaging, Inc. 1S 1.5 Convert Data "" PM 1.6 Validate Data Conversion PM,1G 1.7 Deliver Converted Data CR " 1.8 Import Converted Data CR 1.9 Review Converted Data with Customer JG 1.10 Obtain Sign-Off on Converted Data JG,JS 2 Conversion of Second Set of Data from FileNet 1.x N/A JS,1G, TBD PM,CR 2.1 Define Requirement 1G,JS " 2.2 Document Requirements JG, PIVIII 2.3 Obtain Data from FileNet " I JS This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein ithe'proprietary Information')is highly confidential and proprietary to and ® constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the poor written consent of ECS Imaging,Inc.Management. 8 of 18 p2.4 Provide Data to ECS Imaging,Inc. JS 2.5 Convert Data PM 2.6 Validate Data Conversion PM,1G 2.7 Deliver Converted Data CR 2.8 Import Converted Data CR 2.9 Review Converted Data with Customer 2.10 Obtain Sign-off on Converted Data JG,JS Assumptions The following assumptions were made in preparing the Project Plan: • Data will be provided in a timely manner • Data will be provided without error,and if there is an error(corrupted data), rt will be documented by San Bernardino Police Department • Management will ensure.that project team members are available, as needed,to complete project tasks and objectives. • - Changes made after the initial requirements gathering stage will result in project delays and affect the entire timeline of project delivery. • Changes to the scope of the project may result in a decrease of the quality of product delivered or an increase in cost to execute the project. • All project participants will abide by the guidelines identified within this Project Plan. Q • The Project Plan may changes as new information and issues are revealed. Constraints The following represent known project constraints: • Project funding sources are limited,with no contingency • Hardware Infrastructure The following represent critical risks to the project: • Removal of project funding • Natural disasters,terrorism, or acts of war Should any of these events occur the Project Plan would become invalid. This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(the'proprietary Information')is highly confidential and proprietary to and — - ® constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc Management. 9 of 18 © Project Management Approach t�lo's -art, I �sp;o�s3 } rs�s Team Member Role Responsibilities When Needed Mike Eckley Customer . Set and approve project objectives and Phases 1-2 Project initiate the project Sponsor . Approve project plan and cost . Secure buy-in to the project . Monitor Vendor Project Manager accountabilities . Monitor Customer Project Manager and IT Analyst accountabilities . Authority to commit business resources to the project . Negotiate and resolve all conflicts of meeting plan e.g. schedule vs.staffing issues . Communicate organization changes associated with the project Jason Suarez Customer . Single point of contact to the business Phases 1-2 © Project . Approve Changes Manager . Control scope of project to objectives . Communicate project plans and status to stakeholders within SBPD . Provide input to the Project Plan and Schedule . Schedule and facilitate team meetings . Prepare agendas, maintain action item list . Contribute and document requirements& participate in resolution of requirements conflicts . Guide setup and implementation with the vendor to meet functional requirements . Manage Issues . Manage Quality . Plan,obtain &coordinate SBPD resources in accomplishing business tasks in alignment with project plan priorities/tasks . Identify obstacles and escalate to appropriate level for resolution . Ensure Adherence to IT Project This information is confidential and proprietary to ECS Imaging,Incorporated.The Intent is only for the customer and the information contained herein(the'Proprietary Information')is highly confidential and proprietary to and ® constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior wrttten consent of ECS Imaging,Inc.Management. 10 of 18 QMethodology r Plan,obtain &coordinate IT resources in accomplishing IT tasks and set priorities • Manage IT Purchasing participation • Manage acquisition of software licensing • Perform user acceptance testing Jason Suarez Customer • Create copy of existing MO data Phases 1-2 ITAnalyst a Validate integrity of existing MO data • Document data corruption issues for further review Debbi Bodewin Vendor • Finalize contract negotiations and Phases 1-2 Account commitment of ECS Imaging, Inc.to Manager Project • Monitor Vendor Project Manager accountabilities • Monitor Vendor IT Manager accountabilities • Maintain active relationship with Customer Project Sponsor James Green Vendor • Provide progress updates according to Phases 1-2 Project communication plan Manager a provide structured conversion © methodology Import converted data into Laserfiche Chad Rodriguez Vendor FDeliver install converted data Phases 1-2 Technical Manager Jami Shore Office the availability of vendor staff Phases 1-2 Manager uirements of Project PlanTommy Ting Vendor stom applications and scripting Phase 1-2 Application to implement overall solution Developer This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer ® and the information contained herein(the'proprietary Information')is highly confidential and proprietary to and constitutes trade secrets of ECS Imaging,Inc..This information shall rot be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc.Management. 11 of 18 The information contained within the Project Plan will likely change as the project progresses.While change is both certain and required, it is importantto note that any changes to the Project Plan will impact at least one of three critical success factors:Available Time,Available Resources (Financial, Personnel),or Project Quality.The decision by which to make modifications to the Project Plan (including project scope and resources)should be coordinated using the following process: Step 1: As soon as a change which impacts project scope, schedule,staffing or spending is identified, the Project Manager will document the issue. Step 2: The Customer and Vendor Project Managers will review the change and determine the associated impact to the project and will forward the issue,along with a recommendation,to the Customer Project Sponsor for review and decision. Step 3: Upon receipt,the Customer Project Sponsor should determine whether to approve, reject or modify the request based upon the information provided by the Project Managers and their own judgment. Step 4: Following an approval or denial (by the Customer Project Sponsor),the Project Manager will notify the original requestor of the action taken.There is no appeal process. © .r dTtn P.Y �1�771 We must assure open and timely communication for the organization by providing appropriate information to the people who need it,when they need it. By embracing the organization-wide commitment to this project,each individual must do his or her part to ensure its success.This plan provides a framework for informing, involving,and obtaining buy-in from all participants throughout the duration of the project. This communication plan is for the following audiences: • Customer Project Sponsor • Customer Project Manager • Customer ITAnalyst • Customer Stakeholders • Vendor Account Manager • Vendor Project Manager • Vendor Technical Manager • Vendor Office Manager Communication cannot be limited to any one method or vehicle. It comes in many forms and must follow guidelines and an appropriate level of formality to ensure knowledge and information transfer. This information is confidential and proprietary to ECS Imaging,Incorporated,The Intent is only for the customer and the information contained herein(the Proprietary Information')is highly confidential and proprietary to and Q constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc.Management. 12 of 18 The following is a list of vehicles that will be found within the communication plan.This list is not extensive and may grow throughout the life of the project. • Email • Informal word of mouth • Team meetings • Conference calls • Web Meetings • Paper Weekly Status Reports The Customer Project Manager and Vendor Project Manager will have one conference call per week until the completion of the project.These calls will serve to set priorities for the week based on the Milestones defined in the project plan.The result of these meetings will be complied into the Monthly Status Report. Milestones,their dependences, hours, and delivery date may be updated during the conference call. It is expected that the Customer Project Manager effectively communicate any changes to all affected staff within the San Bernardino Police Department.The Vendor Project Manager is responsible for communicating any changes to all affected project staff at ECS Imaging, Inc. Monthly Status Reports ® The Vendor Project Manager,with the assistance of the Customer Project Manager,will provide monthly(in person)written status reports to the Customer Project Sponsor and Vendor Account Manager.The reports shall include the following information tracked against the Project Plan: - • Summary of tasks completed in previous month • Summary of tasks scheduled for completion in the next month • Summary of issue status and resolutions • Summary of Project Sponsor decisions that must be made, by what time This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(the'Proprietary Information')is highly confidential and proprietary to and Q constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc Management. 13 of 18 Approvals I have read the above Project Plan and will abide by its terms and conditions and pledge my full commitment and support for the Project Plan. Customer approval for project is included as an attachment to the Project Plan under Vendor Services Agreement. =c-r rt Short,".. Vendor Account Manager Signature Date Vendor Project Manager Signature Date Vendor Technical Manager Signature Date Attachments • ECS Partner Contract This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(the'Proprietary Information)is highly confidential and proprietary to and © constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclose, or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc.Management. 14 of 18 Statement of Work for ECS Imaging & City of San Bernardino Police Department Document Conversion from FileNet to Laserfiche August 10,2010 Proposed by Southern Technology Group(STG) 619 Fagan Springs Dr.,Suite 2 Huntsville, AL 35801 256532-1991x201 Introduction ECS Imaging has requested that STG review and execute the conversion of an existing FileNet document management system to Laserfiche. The system is located in the City of San Bernardino Police © Department headquarters, hereto referred to as SBPD. This system contains approximately 50008 of data (presumably police cases)scattered across about 57 magneto-optical (MO) discs housed in an HP library that is running on a marginal basis because of its age. The city has determined it is critical to get this information off the MOs as quickly as possible on to a more current and reliable media. In addition, SBPD is implementing the installation of a Laserfiche document management system and would like their entire repository of information housed on the FileNet system to transferred the Laserfiche system with all images and indexes intact. STG has executed numerous conversions for ECS over the years and is ready to implement this conversion with the same level of excellence we have accomplished on past conversions. Methodology There are five steps to implementing this conversion: 1. Moving the data from the MOs to a USB 2.0 disc. STG recommends using a disc 3 times the size of what is needed to store the original repository. 2. Structuring the FileNet data so that it can be extracted with associated indexes 3. Mapping the exported FileNet data in Laserfiche repositories This information is confidential and proprietary to ECS Imaging,incorporated.The intent is only for the customer and the information contained herein(the'Proprietary Information')is highly confidential and proprietary to and Q constitutes trade secrets of EC5 Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc.Management. 15 of 18 4. Cross checking document and image counts where possible to assure all information has been imported properly 5. Moving the converted data into the new LF repository. Step 1 as we understand it will be executed by SBPD. It is imperative that the file name and structure be preserved exactly has it is on the present FileNet system. Once all of the files are transferred to the USB 2.0 drive,STG will need to log onto the system and create a SOL backup of the index structure that will also be placed on the image disc.At this point the disc can be shipped to STG. MOs can be very temperamental,especially older hardware,so patience will be needed as the MOs are writing the data. Since there are several drives in the library, it may be necessary to force the discs in certain drives that are believed to be in better writing condition than others. If one begins to get a lot of read errors on one drive,this would be an indication to isolate that drive and call support for a head alignment. Depending on many factors, it can take 4-8 hours to read one MO disc completely. It is imperative that a careful log be kept of each disc being read and transferred and associated read references be kept so that if problems are occurring during the conversion,this will be one source of information to help determine what needs to be done. Step 2-4 will be done by STG. Since SBPD must keep their system live until the conversion is finished, STG agrees to a second small conversion of documents that have been added to the system since the conversion began. SBPD must agree to freeze the system at that point. STG will know exactly where the © last exported document left off and the rest began so will be able to guide SBPD where the final image copy must begin. It will be the responsibility of ECS in conjunction with SBPD to provide STG with the proper template in a Laserfiche briefcase before the conversion begins. This template should be an exact replicate of the one being used in the LF system and SBPD must agree to no template changes until the conversion is finished. This is CRITICAL to the successful import of the final system into LF. If STG has to rerun the conversion because of index changes there may be a second bill to coverthis expense. Step 5 will be accomplished by ECS. In order to minimize the loss of a whole repository during a conversion of this magnitude,STG breaks up the tasks into smaller repositories. We will then build briefcases of the final documents from these smaller repositories for import into the new LF repository. This will provide maximum flexibility to ECS to be able to move data within the new repository to some extent if desired. STG provides a complete audit sheet of all images and documents plus numerous log files depending on the type of conversion so the client can verify where information is during their review of the data. This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer ® and the information contained herein(the'proprietary Information')is highly confidential and proprietaryto and cousnitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior written consent of ECS Imaging,Inc.Management. 16 of 18 I Unreliable Data STG will not be responsible for the quality and reliability of the images and indexes it receives. STG has a number of tools that may assist in cleaning up bad data and we will do so if directed. Since it is not predictable as to how some of this data may come to us,we will notify either ECS or C of SBPD of the situation in writing and give our best estimate of how we may be able to recover bad information. This process will be billed at a rate of$150/hour billed bi-monthly and will need to be authorized by an appropriate source. Any time taken for this cause will mean delays in the final estimated delivery date. On Site Requirements STG may need admin access to the FileNet servervia remote connection to verify any suspect information. It would be our preference to have our own user name and password for access,but could also use LogMeln Rescue if necessary. We will need specific access to the SOL repository. It is in everyone's best interest that a current NDA be signed by STG with ECS and or SBPD before beginning this project. This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(the'Proprietary Information')is highly confidential and proprietary to and © constitutes trade secrets of ECS Imaging,Inc..This information shall not be published,communicated,disclosed I e. or divulged to any person,firm,corporation or other legal entity,directly or Indirectly,without the prior written consent of ECS Imaging,Inc.Management. 17 of 18 t I OCompletion Time It is anticipated that this project can be completed within 5-6 weeks of receipt of the order and the completion of Phase 1. Signatures STG Robert McCoy Date ESC Imaging, Inc. Date This information is confidential and proprietary to ECS Imaging,Incorporated.The intent is only for the customer and the information contained herein(the'Proprietary Information')is highty,confidential and proprietary to and ® ronstltutes trade secrets of ECS Imaging,Inc..This Information shall not be published,communicated,disclosed or divulged to any person,firm,corporation or other legal entity,directly or indirectly,without the prior wrilten consent of ECS Imaging,Inc.Management. 18 of 18