HomeMy WebLinkAbout05.F- Information Technology RESOLUTION (ID#2527) DOC ID: 2527 A
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Purchase Order
From: Jason Suarez M/CC Meeting Date: 06/17/2013
Prepared by: Jason Suarez, (909) 384-5947
Dept: Information Technology Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
City Manager to Execute a Vendor Services Agreement and the Issuance of an Annual Purchase
Order for Maintenance of the Police Document Imaging System Workflow Software and
Scanning Station Hardware/Software to Ecs Imaging, Inc. (#2527)
Current Business Registration Certificate: Yes
Financial Impact:
Account Budgeted Amount: $459,542.00
Account No. 679-250-0062*5172
Account Description: Equipment Maintenance
Balance as of 7/1/2013: $459,542.00
Balance after approval of this item: $428,773.00
Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred,but not yet processed.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
September 20, 2010 - Resolution#2010-317 -Approved the San Bernardino Police Department
to purchase a replacement Document Imaging System from ECS Imaging Incorporated, of
Riverside, California.
July 6, 2009 - Resolution#2009-188 -Approved the renewal of the maintenance contract with
Avrio for maintenance of the Police Document Imaging System Workflow Software and
scanning station hardware/software.
Background:
The Police Department uses a document imaging system to manage enforcement documents
created by officers and detectives. The system also manages certain types of administrative
documents. The system is made up of components manufactured by Laserfiche, Kofax, Imation
Corp., Kodak, and Bell &Howell. Resolution#2010-317, approved the replacement of the
Police Department's FileNET document imaging system with a Laserfiche document imaging
system.
The resolution also approved the sale of the Laserfiche document imaging system by ECS
Imaging Incorporated, of Riverside. ECS Imaging Incorporated was also responsible for
installing and configuring the software and hardware environment, as well as develops custom
Updated: 6/13/2013 by Allen Parker A Pa,cket Pg. 103'
5.F
2527
workflow (document routing) software.
This annual maintenance contract provides essential software upgrades, software patches
(repairs), and telephone support services for our department. In addition to software support, this
maintenance contract also provides essential hardware support for the storage and the scanning
stations used in the Police Department. These scanning stations create all of the images used
inside the document imaging system. The workflow software and the scan stations must be
maintained with current software so that critical law enforcement documents can be available to
police personnel around-the-clock.
Financial Impact:
The annual cost for Document Imaging System workflow software and scanning station
maintenance for fiscal year 2013/2014 is $30,769 and funds for this service have been included
in the IT 13/14 budget. ECS has agreed to invoice the City in 6-month increments. The first
invoice for$15,957 is due on 7/1/2013. The second invoice for$14,812 is due on 1/1/2014.
City Attorney Review:
Supporting Documents:
RESOLUTION ECS Imaging Inc (Document Imaging System) Annual Maintenance (PDF)
agrmt 2527 (PDF)
Inv_9485_from_ECS_Imaging_ (PDF)
Inv_9527_From_ECS_Imaging_(Due 1/1/2014) (PDF)
Selected Source- ECS (PDF)
Exhibit 1 -ECS Maintenance Support Agreement for Laserfiche (PDF)
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Updated: 6/13/2013 by Allen Parker A Pg` �
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RESOLUTION NO.
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2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF o
SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A
3 VENDOR SERVICES AGREEMENT AND THE ISSUANCE OF AN ANNUAL
4 PURCHASE ORDER FOR MAINTENANCE OF THE POLICE DOCUMENT y
IMAGING SYSTEM WORKFLOW SOFTWARE AND SCANNING STATION
5 HARDWARE/SOFTWARE TO ECS IMAGING,INC.
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6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE N
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CITY OF SAN BERNARDINO,AS FOLLOW:
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SECTION 1. That the City Manager is authorized and directed to execute a Vendor
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9 Service Agreement with ECS Imaging, Inc. for maintenance of the Police Department's
10 Document Imaging System Workflow Software and Scanning Station Hardware/Software in c
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11 the total amount of$30,769, a copy of which is attached hereto as Exhibit"A."
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SECTION 2. That the Director of Finance or his/her designee is authorized and
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directed to issue an annual purchase order for $30,769 to ECS Imaging Inc., of Riverside, Q
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15 California for maintenance services. The Purchase Order shall reference the number of this y
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16 Resolution and shall incorporate the terms and conditions of the Vendor Services Agreement
17 which is on file in the City Clerk's Office. The Purchase Order shall read, "Annual FY E
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2013/2014 contract for annual software and hardware maintenance services. Not to exceed E
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20 $30,769."
21 SECTION 3. This purchase is exempt from the formal contract provisions of San
22 Bernardino Municipal Code Section 3.04.010 (B)(3), "Purchases approved by the Mayor and E
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Common Council."
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SECTION 4. The authorization to issue the above-referenced purchase order is
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rescinded if not issued within sixty (60) days of the passage of this Resolution
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF d
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SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A
2 VENDOR SERVICES AGREEMENT AND THE ISSUANCE OF AN ANNUAL o
PURCHASE ORDER FOR MAINTENANCE OF THE POLICE DOCUMENT =
3 IMAGING SYSTEM WORKFLOW SOFTWARE AND SCANNING STATION
4 HARDWARE/SOFTWARE TO ECS IMAGING,INC. N
5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
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6 and Common Council of the City of San Bernardino at a meeting N
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7 thereof,held on the day of , 2013,by the following vote,to wit:
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Council Members: AYES NAYS ABSTAIN ABSENT
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10 MARQUEZ
11 JENKINS
12 VALDIVIA
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KELLEY
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16 JOHNSON co,
17 MCCAMMACK E
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19 Georgeann Hanna, City Clerk o
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The foregoing resolution is hereby approved this day of ,2013.
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23 Patrick J. Morris,Mayor w
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Approved as to form:
25 JAMES F. PENMAN, City Attorney o
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By:
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EXHIBIT"A"
VENDOR SERVICE AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO
AND ECS,IMAGING INC.FOR ECS MAINTENANCE AND SUPPORT FOR THE
POLICE DEPARTMENT'S DOCUMENT IMAGING SYSTEM
This Vendor Service Agreement is entered into this 1 st day of July 2013,by and between ,
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ECS, Imaging Inc., of Riverside, California ("VENDOR") and the City of San Bernardino E
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("CITY" or"San Bernardino"). m
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WHEREAS,the Mayor and Common Council has determined that it is advantageous E
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and in the best interest of the CITY to contract for annual maintenance of the Police Cn
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Department's Document Imaging System as outlined in VENDOR's "ECS Maintenance/
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Support Agreement for Laserfiche" included with this agreement as Exhibit"I".
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WHEREAS, renewal of the above referenced annual purchase order for o
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maintenance and support of the Document Imaging System by VENDOR is justified because
the installation and maintenance of Laserfiche systems are recommended by Laserfiche y
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Corporation's Value Added Reseller(VAR) program. In addition, ECS were the developers Cn
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of custom workflow and scanning solutions implemented during the original installation of N
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the Police Department's Laserfiche system.
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I. SCOPE OF SERVICES.
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For the remuneration stipulated, San Bernardino hereby engages the services of N
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VENDOR to provide those products and services as set forth on Exhibit "I", attached hereto c
and incorporated herein.
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2. COMPENSATION AND EXPENSES.
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a. For the services delineated above, the CITY, upon presentation of invoices,
shall pay the VENDOR up to the amount of$30,769 for the services set forth
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and quoted in Exhibit"1".
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b. No other expenditures made by VENDOR shall be reimbursed by CITY.
3. TERM; TERMINATION.
The term of this Agreement shall be for a period of one year, from July 1, 2013 to
June 30,2014.
This Agreement may be terminated at any time by thirty(30)days' written notice by
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either party. The terms of this Agreement shall remain in force unless mutually amended.
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The duration of this Agreement may be extended with the written consent of both parties. °
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4. INDEMNITY. o
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VENDOR agrees to and shall indemnify and hold the CITY, its elected officials, y
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 E
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 0
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accomplishment of the work or performance of services under this Agreement, unless the
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bodily injury or property damage was actually caused by the sole negligence of the CITY, its
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elected officials, employees, agents or representatives. As part of the foregoing indemnity, w
VENDOR agrees to protect and defend at its own expense, including attorney's fees, the N
CITY, its elected officials, employees, agents or representatives from any and all legal
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actions based upon such actual or alleged acts or omissions. VENDOR hereby waives any LA
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and all rights to any types of express or implied indemnity against the CITY, its elected r
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officials, employees, agents or representatives, with respect to third party claims against the E
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VENDOR relating to or in any way connected with the accomplishment of the work or M
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performance of services under this Agreement E
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5. INSURANCE.
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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
CSB-ECS Corporation VSA-2
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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 of any change or
termination in the policy.
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b. NON-DISCRIMINATION.
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In the performance of this Agreement and in the hiring and recruitment of °
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employees, VENDOR shall not engage in, nor permit its officers, employees or agents to a°
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engage in, discrimination in employment of persons because of their race, religion, color, N
national origin, ancestry, age, mental or physical disability, medical condition, marital status,
sexual gender or sexual orientation, or any other status protected by law, except as permitted E
pursuant to Section 12940 of the California Government Code.
7. INDEPENDENT CONTRACTOR. o
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VENDOR shall perform work tasks provided by this Agreement, but for all intents
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and purposes VENDOR shall be an independent contractor and not an agent or employee of
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the CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment w
of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment N
Compensation, and other payroll deductions for VENDOR and its officers, agents, and
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employees, and all business license, if any are required, in connection with the services to be >
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8. BUSINESS REGISTRATION CERTIFICATE AND OTHER
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REQUIREMENTS.
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VENDOR warrants that it possesses or shall obtain, and maintain a business E
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registration certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses, Q
permits, qualifications, insurance and approval of whatever nature that are legally required of
VENDOR to practice its business or profession.
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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:
Jason Suarez Ms.Debbi Bodewin
City of San Bernardino ECS Imaging Inc.
300 North D Street 3720 Sunnyside Dr. Suite 200
4'h Floor—IT Dept Riverside, CA. 92506-2416
San Bernardino, CA. 92418 Telephone: (951) 787-8768 �-
Telephone: (909)384-5947 0
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10. ATTORNEY'S FEES a
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In the event that litigation is brought by any party in connection with this Agreement, >,
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the prevailing party shall be entitled to recover from the opposing party all costs and
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expenses, including reasonable attorneys' fees, incurred by the prevailing party in the
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exercise of any of its rights or remedies hereunder or the enforcement of any of the terms,
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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 d
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as "attorneys' fees" for the purposes of this paragraph. co
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11. ASSIGNMENT.
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VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or
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encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior o
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written consent. Any attempted assignment,transfer, subletting or encumbrance shall be void
and shall constitute a breach of this Agreement and cause for the tennination of this N
Agreement. Regardless of CITY's consent, no subletting or assignment shall release E
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VENDOR of VENDOR's obligation to perform all other obligations to be performed by
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VENDOR hereunder for the term of this Agreement.
12. VENUE.
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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
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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 b y the
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p atory a of permissive in nature.
13. GOVERNING LAW.
This Agreement shall be governed by the laws of the State of California.
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14. SUCCESSORS AND ASSIGNS. �
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This Agreement shall be binding on and inure to the benefit of the parties to this °
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Agreement and their respective heirs,representatives, successors,and assigns. 0
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5. HEADINGS. E
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The subject headings of the sections of this Agreement are included for the purposes
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provisions.
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16. SEVERABILITY. o
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If any provision of this Agreement is determined by a court of competent jurisdiction
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to be invalid or unenforceable for any reason, such determination shall not affect the validity
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or enforceability of the remaining terms and provisions hereof or of the offending provision w
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in any other circumstance, and the remaining provisions of this Agreement shall remain in N
full force and effect.
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17. ENTIRE AGREEMENT; MODIFICATION.
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This Agreement constitutes the entire agreement and the understanding between the N
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parties, and supersedes any prior agreements and understandings relating to the subject
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manner of this Agreement. This Agreement may be modified or amended only by a written
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instrument executed by all parties to this Agreement. E
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VENDOR SERVICE AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO
AND ECS,IMAGING INC.FOR ECS MAINTENANCE AND SUPPORT FOR THE
POLICE DEPARTMENT'S DOCUMENT IMAGING SYSTEM
IN WITNESS THEREOF, the parties hereto have executed this Agreement on .�
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the day and date set forth below.
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Dated: ,2013 By: a
Title:
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CITY OF SAN BERNARDINO: E
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Dated: ,2013 By:
Allen Parker, City Manager
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Approved as to Form: ;2
JAMES F. PENMAN, City Attorney
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35 LF Avante Advanced Audit Trail LSAP(6 Months @$20 a year) 10.00 350.00 U)
1 LF Avante Quick Fields Validation LSAP(6 Months @$120 a year) 60.00 60.00 -�
I LF Avante Quick Fields Real Time Lookup Validation Package LSAP(6 Months 60.00 60.00
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1 LF Avante Quick Fields Zone OCR-Validation Package LSAP(6 Months @$560 280.00 280.00 ti
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1 LF Avante Import Agent LSAP(6 Months @$390 a year) 195.00 195.00 N
1 XF 8120 Spectrum, 1 Yr.O/S Post Warranty S/N:MXJ8180128(6 Months @ 1,758.50 1,758.50
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1 Ngenuity 9125DC, 1 Yr O/S Post Warranty S/N:K47444017(6 Months @$3696 1,848.00 1,848.00
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phone support for installed Laserfiche version during the period of 07/28/2013 V
through 01/27/14 up to 1/2 of the hours for install of new version updates. W
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I Kofax Integration Annual Software Support Coverage from:08/25/13-08/24/14 1,145.00 1,145.00 p
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CITY OF SAN BERNARDINO
INTEROFFICE MEMORANDUM
TO: City of San Bernardino Purchasing Manager
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FROM: Jason Suarez,IT PSG Manager E
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DATE: June 3,2013 0
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SUBJECT: Justification for Selected Source Purchase-ECS o
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A Selected Source purchase for Document Imaging System maintenance services by ECS N
of Riverside,California is justified because ECS recently installed and tailored the Police
Department's Laserfiche Document Imaging System. As part of the installation, ECS
programmed/customized business workflows that are used by the Police Department to
route law enforcement documentation to the proper personnel. E
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ECS Imaging Maintenance / Support Agreement for Laserfiche E
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Basic Laserfiche Software Assurance Plan (LSAP) Support a�
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Value Added Reseller (VAR) and includes:
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ECS Priority support
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immediately to the customer's needs and concerns. Our experienced tech team is standing by
to respond within 2 hours of our customer's call. Customers with Priority Support each have a
dedicated account manager familiar with your organization and specific solution to provide
consultative check ups and additional care.
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Priority Support includes: L
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1. Unlimited Telephone Support: ECS will respond within two hours by telephone, when the C
customer contacts ECS utilizing the single point of contact support line. A toll free number is E
also available and a dedicated email address for requests: support(a)_ecsimaging.com. ;v
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2. On-site and Remote Remedial Support: This support includes 80 hours on site and/or o
remotely to update Laserfiche system with new releases, updates, fixes, enhancements,
assistance in future planning of Laserfiche products, consulting, project management and
additional training. When working through a problem via phone and the resolution requires d
additional effort, ECS will schedule to be on-site within the next business day. Up to half of
the hours can be utilized for a major release.
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Onsite time is calculated for time onsite only to the nearest hour with a 24 hour minimum.
Online remote time is rounded to the nearest 15 minute increment. Cn Cn
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3. Hardware Support: Warranty administration and installation of warranty repaired items
purchased through ECS.
4. Software Support: Installation of Laserfiche Software updates and modifications. Additional w
training on new features as required. Software by other manufacturers will be the Clients r
responsibility. a
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3720 Sunnyside Dr. Suite 200 • Riverside, California 92506
Phone 951-787-9768 • Fax 951-787-0831 • support(a-)ecsimaging.com • www.ecsimaqi'nq.com
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5. Additional On-site Support: Available at $187 per hour when extraordinary situations occur. a.
An example might be system corruption for unknown reasons or system tampering at client E
site. Network support is always a chargeable item. N
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6. Consulting Support: When ECS is on site, we will audit the system and determine
system/application modifications for consistency. a,
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7. Travel time and lodging are included.
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8. Support hours are Monday through Friday, excluding major holidays, 7:30am to 5:OOpm
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9. Annual Support Contract Dates are listed on Invoice.
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3720 Sunnyside Dr. Suite 200 • Riverside, California 92506
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Packet Pg. 119