HomeMy WebLinkAbout18-Police Department
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Garrett Zirnmon, Chief of Police
Dept: Police Department
C i.; ... II w'~L
Subject: Resolution of the City of San
Bernardino Authorizing the Purchase of a
Replacement Document Imaging System for
the Police Department.
Date: February 12, 2002
Synopsis of Previous Council Action
Resolution #2001-381, dated December 20,2001, rescinding authorization to execute a contract
with ICI Solution of Chandler, Arizona.
Resolution # 2001-351, dated November 21, 2001, authorizing the execution of a contract with ICI
Solutions of Chandler, Arizona.
Recommended Motion:
1. Adopt resolution.
2. Authorize the Director of Finance to amend the FY 01102 adopted budget and transfer
$64,700 from 6'19-251-5172 (IS Equipment Maintenance) to 679-251-5705 (Dept. Computer
Purchases) and transfer $38,900 from 001-222-5505 (police Other Professional Services) to
679-251-5705 (Dept. Computer Purchases).
~/O~
MICHA~SSISTANT CHIEF OF POLICE
Contact person:
Captain Robert Curtis
Public Safety Programmer Michael Eckley
Phone: 384-5606
384-5673
Supporting data attached: Yes
Ward: All
FUNDING REQUIREMENTS:
Amount: $430,132,08
Source: $221,895 - FY 01/02 LLEBG Grant,
Account #123-583-5702
$104,574 - FY 00/01 LLEBG Grant,
Account #123-581-5702
$64,738 - Account #679-251-5172 (IS
Equipment Maintenance)
$38,925.08 - Account #001-222-5505
(Police Other Professional Services)
Council Notes:
Finance
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Agenda Item No.1L-
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTlQN
STAFF REPORT
SUBJECT
Resolution of the City of San Bernardino authorizing the purchase of a replacement document
imaging system for the Police Department.
BACKGROUND
On 11-21-01, the Mayor and Common Council ratified Resolution No, 2001-351, which
authorized the Mayor to execute a contract in the amount of $391,207 with ICI Solutions of
Chandler, Arizona for replacement document imaging system consisting of hardware and
FileNET software, Prior to executing the contract, on 12-10-01, Safety Programmer Michael
Eckley was informed that ICI Solutions' parent company, Law Cypress, had filed bankruptcy
earlier that day,
Representatives from the Police Department, Information Services, and the City Attorney's
Office have discussed the impact of Law Cypress filing bankruptcy would have on the City's
proposed contract with ICI Solutions, The outcome was a decision to protect the City's best
interests by not executing the contract approved in Resolution No, 2001-351 and moving forward
at the earliest possible date to have the Mayor and Common Council rescind this authorization,
On 12/20/01, the Mayor and Common Council ratified Resolution #2001-381 rescinding
authorization to execute a contract with ICI Solutions of Chandler, Arizona,
Subsequently, the Police and Information Services Departments negotiated with FileNET
Corporation, hardware vendors and system integrators to develop an alternative proposal for a
replacement document imaging system utilizing FileNET software, The selected vendors have
agreed to provide all hardware, software, installation, and professional services at or below the
WSCA (Western States Contract Alliance) pre-negotiated pricing, For this reason, and due to
the urgency of replacing the imaging system, the Police Department requests an exemption to the
formal bid process, pursuant to Section 3,04,070 (1) (I) of the San Bernardino Municipal Code
entitled "Negotiated Purchases," This request covers FileNET Corporation, DPS Technologies
Group, and Imagine System portions of this proj ect. The remaining portions of the proj ect are
under $25,000 per vendor and will be ordered pursuant to the purchasing code,
FileNET is a publicly held corporation that specializes in electronic document management.
They provide comprehensive document imaging systems for medium to large size organizations
including police agencies, FileNET currently services the San Diego Police Department; the Los
Angeles County Sheriffs Department, and the Los Angeles Police Department. They are in the
process of expanding a recently installed system at the San Bernardino County Sheriffs
Department. IS and police employees have conducted structured site visits at the Orange County
Central Courthouse and the County of San Bernardino Information Services Division that use
FileNET software for document imaging, These organizations selected FileNET primarily due
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to their long-term existence in the imaging field, thin-client technology, low cost of the system in
comparison with other vendors, and proven customer support,
The proposed purchase meets or exceeds all minimum specifications required by the Police
Department and meets current and future document imaging needs of the department The cost
of the replacement system is estimated at $430,132,08, including sales tax, This is the same
pricing as the proposed contract with ICI Solutions with the exception of an additional
$38,925,08 for a second (additional) heavy-duty scanner for the Records Bureau, The proposal
is broken down into the following components,
Vendor
FileNET
DPS Technologies
Dell Computer
Imagine Systems
Inland Computer
Polestar
Various
Total
FINANCIAL IMPACT
ComJ)onent
Imaging software and services
Scanning hardware, software and
Services
Scan computers
Compaq servers, file server
SQL database software, WIN2000
Scan monitors
Out of department training costs
Amount (with tax)
$238,264,00
135,000,00
8,181.87
33,340,01
7,646.20
3,700,00
4.000,00
$430,132,08
The following budgeted funds are available to cover the cost of purchasing a replacement
document imaging system for the Police Department
Amount
Account Number
Source
$221,895.00
$104,574.00
$ 64,738.00
$ 38.925.08
$430,132.08
123-583-5702
123-581-5702
679-251-5172
001-222-5505
FY 01102 Local Law Enforcement Block Grant
FY 00/01 Local Law Enforcement Block Grant
IS Equipment Maintenance
Police Other Professional Services
Implementation of a replacement document imaging system will cause a recurring General Fund
savings estimated at $43,000 commencing in FY 02/03 as the result of the reduced cost of
software maintenance. Annual FileNET software maintenance will cost $27,000 compared to
$70,000 (the minimum estimated annual cost) for Exigen software maintenance.
RECOMMENDATION
Adopt resolution,
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASE OF A REPLACEMENT DOCUMENT IMAGING SYSTEM FOR THE
POLICE DEPARTMENT.
SECTION 1:
That the Mayor and Common Council hereby authorize the Mayor to
execute a contract in an amount not to exceed $238,264, including sales tax, with FileNET
Corporation of Irvine, to provide replacement document imaging software and professional
services for the Police Department's document imaging system.
SECTION 2:
That the Mayor and Common Council hereby authorize the Mayor to
execute a contract in an amount not to exceed $135,000, including sales tax, with DPS
14 Technologies Group of Pasadena, California to provide scanning hardware, integration
15 software, and professional services for the Police Department's document imaging system.
SECTION 3:
That the Mayor and Common Council hereby authorize the Purchasing
Manager to issue a purchase orders to FileNET Corporation in an amount not exceed $238,264,
including sales tax, and DPS Technologies Group in an amount not to exceed $135,000,
including sales tax.
SECTION 4:
That the Mayor and Common Council hereby authorize the Purchasing
Manager to issue a purchase order in an amount not to exceed $33,340.01, including sales tax,
to Imagine Systems of San Bernardino, California, to provide server hardware, rack
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASE OF A REPLACEMENT DOCUMENT IMAGING SYSTEM FOR THE
POLICE DEPARTMENT.
4 Components and other needed hardware items for the Police Department's document imaging
5 system.
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SECTION 6:
Authorization to execute the above mentioned contracts and purchase
orders is rescinded ifnot signed with 120 days of the passage of this resolution.
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1 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASE OF A REPLACEMENT DOCUMENT IMAGING SYSTEM FOR THE
2 POLICE DEPARTMENT.
3
4 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
5 Common Council of the City of San Bernardino at a
meeting thereof, held on
the_day of
, 2002, by the following vote, to wit:
Council Members
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Nm
Abstain
Absent
ESTRADA
LIEN
McGINNIS
SCHNETZ
SUAREZ
ANDERSON
MCCAMMACK
City Clerk
The foregoing resolution is hereby approved this _ day of , 2002.
Judith Valles, Mayor
City of San Bernardino
Approved as to form
And legal content:
JAMES F. PENMAN
City Attorney
By:
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FileNET
Tb.Subltllnm....lrtd.lusi.....
January 10, 2002
City of San Bernardino
c/o San Bernardino Police Department
Mr. Michael Eckley, Public Safety Systems Manager
IS Public Safety Group - "B Building"
710 North D Street
San Bernardino, CA 92401
Dear Mr. Eckley
Thank you for the continued opportunity to work with your team on completing the proposal
and packaging process for the Content and Process Management application at City of San
Bernardino Police Department (City).
This document is presented as a summary of the proposed deliverables and action items
already submitted by FileNET for the City's purchase of software and services, and is
separated into three sections.
First, a brief description of each submitted document.
Second, a summary of the workflow analysis and mentoring proposed by FileNET
Professional Services.
Third, a summary of the remaining "FileNET" centric steps necessary for us to move into
delivery.
We recognize City of San Bernardino also has remaining steps that are in process.
Pricina and Service Deliverable Documents:
1. FileNET Exhibit A Quotation. This spreadsheet provides a detailed list of the actual
products, services, education, and first year maintenance City is purchasing from
FileNET.
2. FileNET Content Services and eProcess Services Imolementation Packaae Service
Descriotions. FileNET will assign a specialized team to deliver this fixed scope of work
under a fixed price. Work includes the analysis and delivery of a complete baseline
production system on Content Services and eProcess in your environment.
3. FileNET Master AGreement and associated Addendum documents. All new customers
authorize these boilerplate documents to establish standard T&C's.
Workflow Analvsis & Mentorina T&M estimates
In the Exhibit A quote referenced above, FileNET has included 150 hours of Professional
Services block time. The intent of these estimated service hours is for FileNET to provide
mentoring, validation and co-development related to the analysis, design and deployment of
the initial eProcess workflows necessary for replacing the existing competitive system with a
FileNET solution. Our understanding of the requirement is summarized below.
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FileNET
Th,SubstllnRB.hindeBuslnllts.
The San Bernardino Police Department currently uses a document imaging system to
manage enforcement documents, citations and field interview cards. Presently there are
three separate workflows managing these documents.
Enforcement documents are routed to common group queues and individual queues based
on document types, crime classifications and a few other basic index items. Items are
automatically sent to specific locations (often multiple queues) once the documents are
scanned or an index item is modified.
As part of this project, FileNET will work with the Police Department develop the routing rules
and processes needed for the enforcement documents workflow. FileNET will serve as a
consultant and will explain how the FileNET software can move the documents to the proper
users. FileNET will show the City's IS staff how to create the processes and rules related to
moving these documents. It is our intent to accomplish the above within the estimated 150
FileNET hours, but this effort is not quoted as a fixed price.
Remainina FileNET Steps
In addition to the steps the City is taking to finalize the approval process, below is a list of
known FileNET requirements, and the responsible parties.
1. FileNET and the City review and finalize the above documents to mutual acceptance
2. In parallel with #1, above City review and approve the boilerplate agreements. Any
desired changes should be sent to my attention.
3. City and FileNET to package and deliver final boilerplate and quote documents listed
above to for signature by the applicable City personnel.
4. Upon receipt of signed documentation and purchase approval, FileNET will schedule
resources and a project kickoff meeting.
Mike, I hope this information moves us progressively forward. Please contact me to
review each document. Further, if we have missed any important information you need,
let me know.
Sincerely,
Jim Schulte
Branch Manager, Government
FileNET Corporation
7143277914
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FileNET~
FieNET CarporaIlon
3565 HlVbor Blvd.
Cas1a Mesa, CaIIamia 92626
(714) 327-3400
Master Aqreement Terms and Conditions
This Master Agreement (herein 'Agreemenr) Is made and entered into by and between FileNET Corporation, a Delaware
corporation having Its principal place of business at 3565 Harbor Boulevard, Costa Mesa, California 92626, and its
subsidiaries, (herein collectively 'FileNET') and City of San Bernardino
(herein 'Customer') located at address: City
Stale Zip
MasIer Agnlemert No.
llIE Ii Agnlemert
This Agreement includes the following General Terms and Conditions, as well as those Schedules listed below which are
innialed by Customer, all Exhibits referencing the above stated Agreement, and all future Schedules referencing this
Agreement which FileNET and Customer may execute from time to time for the purchase, license, support and service of
FileNET software and hardware (herein collectively 'Products').
Schedules
Form No.
Customer's Initials
6400.002
6400.003
6400.004
6800.802
. Software License Schedule
. Hardware Purchase Schedule
. Software Support Schedule
. Professional Services Schedule
. Other.
This Agreement constitutes the entire agreement between the parties on the subject matter hereof and supersedes all
prior or contemporaneous agreements, negotiations, representations and proposals, written or oral between FileNET and
Customer. This Agreement is not an acceptance of any conflicting terms and conditions and will prevail over any
conflicting provision of any Customer purchase order or other instrument. The parties agree that any Customer purchase
order is for Customer's convenience only. Only a writing executed by authorized representatives of the parties and
referenced as an amendment to this Agreement may modify, supplement, or change this Agreement.
BY EXECUTING THIS AGREEMENT, CUSTOMER ACKNOWLEDGES THAT IT HAS REVIEWED THE TERMS AND
CONDITIONS ON THE REVERSE SIDE AND AGREES TO BE LEGALLY BOUND BY THEM.
CUSTOMER, BY ITS SIGNATURE, ACKNOWlEDGES THAT THIS AGREEMENT CONTAINS CERTAIN LIMITATIONS
OF LIABILITY AND CERTAIN WARRANTY DISCLAIMERS.
FllENET CORPORATION
CUSTOMER:
By
By
(Type ... prinl name)
(Type... print name)
(~)
(Signlllln)
T1tIe
Title
Dale
lllifIl
1 CIty of SIll Bemanlino
Form No. 6400.001 117100
General Terms and Conditions
e
1. payment Tenns. FileNET wi! invoice customer lor aD License Fees,
HlWltNn Fees, Support ChlIIges and Service Fees (herein 'Fees1-
CusIcmer must PlY eech invoice wiItin thirty (30) deys from invoice dale,
II1iess olherwise specified in lie ll!lIlicltIe Schedule. w Customer
8Ul1orI2Ils deIveries in ....,.... CusIcmer must PlY eech invoice fa' 1
deIiYery wiItin thirty (30) deys from invoice dale lMIhool regn " oIher
sd1eckJed sI1pnenIs. InvoiclIs not paid..nen cUl wi have 1 1.0 peItllIt
per month inlIn8l chlIge or .. highest ~ 1lIIIl, ~ iI loss.
assessed againstllelqllid baIne from .. daIo r:I invoice lI1IiI .. daIo
d peyn1IlIt 1J peymenIs made lIlder Ilis Agreement shaI be paid in ..
amlI1C)' staled 00 .. iMic:e.
2. lleIIveIy. 1J Produds ... ccnsIdenld deIvered to CusIomer, F.O.B.
ailin. l4lOO lnr1sfer to _ e lXlIlI11ClI1 ClIrier or Customer ilia FieNET
dooiy,_ _ (.. 'Delivery 0ats1-. FIieNET wiI slip al Produds
pIepaid and wi a.n invoice Customer seplIlEIy fa' IllIaIod b ilo..,AlolII6.. ,
oos1s. In 1he absence d prior shllPiv insIrudions, FileNET wi select 1he
ClIrier 00 bohaIf r:I Customer, but ISSlITIIS no iabiiIy fa' ~
FileNET wi! endeavor " deliver 1he Produds wi1hin ninety (00) deys aIIer
its ...cqAa... c11lis ~reernent or a sutr;equenl onler.
3. PlOpriellry Rights. Certain ,ilo".aliol, and matsriaIs supplied by
FileNET IWh 1he Pnxluds such as, but not Iiniled ", l11lI1uals, diagrams,
and ltl>Mrgs, are FIeNET confidenliaI or propIieIay trade seaeIs and
FileNET fumishes 1hem solely to assist Customer in 1he inslaDalion,
operation and use d 1he Produds FleNET llllIks all such all didentiaI and
propIieIay inIoonaIion and Customer must abide by 1he tenns of 1hose
IlllIki1gs, and not 1IlJlIIldla. 00f1f or disclose such infonnaIion except as
iI reasonable and I1talSS8I\' " propeI1y use 1he Producls.
4. Infringement Indemnification
A. FleNET wil defend ISrf action, su~ or proceeding brought ago
Customer W based 00 a <lain 1ha11he Produds deIvered hereu1der
infringes ISrf Un~ States paIsnt, COJll'IllhI, trade SICI8I, or oIher
intslledua propeI1y r9rt d ISrf ItOd pa1y ilnllllleclua Property')
fJtMded IhaI Customer pIIlITllIIy notifies FleNET r:l1he action and
gives FleNET fuI auIhoriIy, infonnaIion and assisIln:e fa' 1he
action's defense. FileNET wi PlY ell danages and oos1s awllded
_ against CusIomer, but shaI not be responsilIe fa' ISrf
cofTll/llllliSe made wi1hout its consent FieNET may, at any tine ~
iI conoemed lMlI1he possiIliIly d such an i iIlillg<llT1llll. III its option
and expense, repace or rrodify 1he Produds so IhaI infri'gemenl wi!
not exist, or remove 1he Produds involved and refund to Customer
1he price as depreciaIed by an equal annua armunllMll1he ifeIime
FieNET establishes fa' 1he Products.
B. FileNET shaH have no liability " Customer W any Intelleclua
Property i1!Iingemenl or <lain Ihereof iI based upon 1he use d the
Produds in OOIdlClion or in lXIlllbinaIion wiIh ~ devices, or
software not suppled by FleNET or used in 1 IIIlmlr not expressly
au1hoIi2Ild by Ilis AgIWI1II1l or in 1 IIIlmlr lor which 1he ProducIs
_ not designed, or 11he claim r:I ~ WllOJd have been
..- but lor Cusbne(s use d software oIher than lie IaIesl,
urvrOOified niease cI _ mode available 10 Customer by
FieNET.
C. Customer shal indermify and hold FileNET harmless from any loss,
cost ar expense suIIered ar inaJred in con.lOCIIoo, IWh ISrf claim,
suit ar pooooedillllrouit4 against FleNET so far as. is based on a
claim IhaI 1he use, sale, ar licensing d ISrf ProdLJ:ts deIvered
hereu1der and rnodiiod ar _ ar combined with ISrf poliJcls,
device, ar softwllll not s~ by FIeNET hereu1der constiIules an
i1!Iingemenl becaJse cI such "Ml,\..fu1, aIfaraOOn ar conilinaIion.
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5. Umltatlon of UabUlty. Unless expessIy provided o1heIwise in Illil
~reement, FleNET and its Licensors wi! not be liable lor any loss or
dan1age claimed 10 have resUled from... .....llplIllIIooar "etfoo".....c1
1he ProducIs ar IlliaIed in ISrf way " 1heir aapsian, rogadess c1the
fllrm cI action. In no IYIIlI wi FiIeNET be liable" Cuslcmer fa' (I) ISrf
special, incIIecl. iIcilerUI ar COI8IlJlIlI1IiI dlm8ges, ~ W FileNET has
been _ ised cI lie poailIly Ihereof, (b) IIrf dlmlges IIIl6lg from
IaIanl deIeds, loss cI data ar proIIs, (c) IIrf dain .......... in _ ar
Dt, IhllI lIllSI more than ooe j8Ir prior " insIUon cI Slit ........
FleNET shaI be liable fa' actual dlmlges IIIl6lg IIllrn 1 meIeItIII bn8:h
c11lis ~ and fa' penIDIl8IlrjlIy ar propeI1y dlmIges di8dIy
IllSUiIiv from groes negigence ar iErlianeI rnisconlld 00 1he pst d
FleNET ~ tl. but not exceedi1g. 1he License Fees ar HlWltNn Fees
paid teretnler.
6. Tax.
A. Custamer shaI PlY .. taxes, levies, and sirniIN govenmentaI
chalIes. Ilowawr designallad, and a111a1i11ies wiIh respecll1enllo
which may be In1>ostd by eny jurisdiction, 1nc:blirJ,j, without
1imiIatIon, customs, prMlege, exase, sales, use, va/IJe-Uled and
propeI1y taxes kMed ar based 00 gross llMlIIue ar llplIllIIon c1this
Agreement except 1hose taxes based upon FIeNETs net income.
B. In the event Illal ~ taxes lIll requiled " be wiINleId 00
payments to FileNET IQired heIeunder, fJtMded IhaI Customer
~ deIiveIs " FiIeNET an olficia 19CI\1laong IWh an English
IransIaIion far ISrf such taxes wiIhheId ar other doaInenIs I1talSS8I\'
10 enallIe F1eNET 10 dain 1 foreign tax aediI, CusIomer may deOOcl
such taxes from the amount ~ 10 FIleNET and shaI PlY 1hem "
the 8IJPIllIlIillIe tax auIhority, W FieNET illIlable 10 IecxMlf 1he IU1
armunt due, Customer shaI incnlase the payments . makes "
FIeNET 10 ensure that 1he lIllOUnl paid to I'i1IiNET, less ISrf taxe;,
conospeuds 10 1he Fees set 1M in 1he appIcailIe ScheduJe(s~
7. Export. Customer agrees 1ha11he PnxtLJ:ts purchased hereu1der wi not
be exported directly or indiredly, separately ar es part of ISrf system,
wihoullrst ClbIIiniv 1 Icense from 1he U.S. Department d Cornmea:e ar
any other appropriate agency c11he U.S. GoYermrenl, as reqlired.
8. Aulgnmenl. Customer may not assign, .voIl111a11y ar by llplIllIIon d
law, any cI its rights or ~alions in this ~reernent except IWh FleNETs
pner w1IlBn consent. This ~reement wi! be ~ on and .... " the
benetil d the parties I1er'*> and 1heir respecIive sua:essas and permiIled
assigns.
g. Waiver. The parties' rights and remedies are sepa:ate and cumLiaIive.
Nei1her parties waiver or faikJre 10 exercise illSrf respecllSrf right or
remedy provided in Illil ~reemenl iI 1 waiver of any lulure right or
remedy hereunder.
10. Fon:e Majeure. W any cause beyond FIeNETs reeeonaIlIe conIrOI
JlI8'81L' F1eNET from perfllrming lIlder Ilis ~reemenl ~ a given dale ar
lirre, F1eNETs perfonnMce wi be lIIIomaticaIy poslponed.
11. Choice of Law. The laws d 1he Slats cI CaIilomia wi! gcMlII1 the
consInI:tion and ~ d Ilis ~reement wiItot regad 10 the lXlIlIIa cI
laws pIlNisions Ihereof.
12. Sevenbllity. The inveIidity d any proyisioo c1this ~reemenl wi not
8Ieclthe vaidity and binding eIIecl d IIrf oIher pnMsioo.
13. Notice. NoIi:es hereu1der I1ll5l be sent " 1he adlhsses on the face cI
Illil AgIllllTlll1f. ar 10 such other adlhsses as specified by 1 notice
complying with this proyisioo. Notice is eIfecIIve 00 1he earier cI actual
recoipl ar live deys aIIer deposit in 1he mai. Notices illhe loon d 1 fax ar
emaiI areacoeplableWfllIowed~byamailedconlimalion.NoIi:es 10
FleNET must be sent 10 1he atIentioo c1'ConIracts AdniI,j,,1..1Iioo,'
2 CIty cI San Bernadino
Form No. 6400.001 1n1oo
FileNET Corporalicn
3565 HlIIlor BMl.
Casta Mesa, CaIfamia 92626
(714) 327-3400
Software License Schedule
llis saw.n li:ense SchecUl (hniI "ScI1ecUe") beloeen FIeIIET lIllI CIv II Salll8r1ati.o
1Il1l!dlnlm" fle Masler.fgeemert beloeen FIeIIET lIllI CUsbnerdlEd
.
FileNET~
MaslBr A(Jeen8t No.
(hniI "CusDner') is
(hniIthe '1o-,..t).
CUSTOMER AGREES TO INITIAL HERE AND IN THE APPROPRIATE SPACE ON THE FACE OF THE MASTER AGREEMENT TO INDICATE ITS
INTENTION TO HAVE THIS SOFTWARE UCENSE SCHEDULE APPLY. CUSTOMER AGREES TO THE FOllOWING ADDITIONAl TERMS AND
CONDITIONS WHICH ARE INCORPORATED IN AND MADE A PART OF THE ABOVE.flEFERENCED MASTER AGREEMENT:
Cusbne(s !rials
.
The tlbNi'g lie Ihe terms and oorIlIIicns lIIder iMlich FileNET icenses its
slandlrd SollwlI8 IstIld on Exhilil A 10 the Agreement, as I1lOliIIed Iran line 10
line.
1. Gnnt 01 License
A. Each SdlwaIe product. ~ fir( docl.rr8dln reIaIi'g 10 or
desaibiJlol such Sollw are, such as, but notlnited to, manuals, b
charts and improvements or updates proyided by FleNET (ooIIecIiveIy
'SollwlI8'~ illunisl1ed 10 Custxner lIIder a personal, l'IllMXCIusive,
no"b...sleo1llile license scIeIy lor CusDnel's llWll intemaI use on
Cus1llmel's S8MlIS and dient devices rSystsm") in compiance with
!hillicense and at appIi:abIe laws and regulalions. Customer agrees
Ihal!hillicense does not penrit Customer ,,: (1) use Ihe SollwlI8Ior a
service bureau appIicalion or (2) suIi...... Ihe SollwlI8
B. The SollwlI8 may only be oopied, in whole or in ptI\ (with Ihe proper
inclusion II FIieNET's copJright notice and any oIher proprietaIy notice
andlor traden1<rks on such Software), as may be necessary and
incidental lor ardlivaI plIpOSllS or 10 replace a worn or defective oopy.
C . W Customer il unable III operae Ihe SollwlI8 on Ihe System llJe 10 III
equipment maIIlI1dion, Ihe license to use Ihe SollwlI8 may be
b,...f\o,,,d ~ to anoIher System c1.ring Ihe peOOd II equipment
maIundin
D. Tille to and ~ Ii Ihe SollwlI8 and rrtf pcxtions (or lIlY
",odilicdtio. $, 1rlI1SIations, or derivaIiYes 1herecI, ""'" W lI18UIhoIi2ed)
and .. appIi:abIe "olhls in plEnIs, copJrighls and lrlIde secrets in Ihe
Sollwar8 shall IllI11lIin exdusivety witI FileNET lIllI its licensors, W
any. SollwlI8 pnMded heI8under il valuable, proprietaIy, and unique,
and Customer lIQI88S to be Ixxnl by and obseIve Ihe proprieIary
naIlre IherecI as provided herei1. Customer agrees to take digent
adion 10 fuIIiI is obligations heIelrder by inslrudion or agreement wiIh
is employees or agents (\\11ose oonlidentiaIly obI'l!Ia1ions shall survive
1IlrminaIion Ii ~ or agency) who lie pemitIed lIllCIlSS " Ihe
SoIIwllll. I>a;ess ~ only be given on a I1ll8d-l:Hulow basis.
Except as satlorlh in IIis Agraement or as may be pemiIIed in 'Milirv
by FileNET, Customer shall not use. pmvide or oIheIwise make
.
avaiabIe Ihe SollwlI8 or rrtf ptI\ or ccpies IherecIID rrtf Ihinl ptI\y.
Customer shall not reYllIS8 eng~, decompie or disasseIItie the
SollwlI8 or rrtf pation 1herecI, nor CJIIleI'Mse alen1ll " aeaIe or
derive Ihe soun:e code. Customer admowIedges Ihalll1allhorizsd
reproduction, use. or disdoslJe II Ihe SollwlI8 or fir( ptI\ IherecI may
causa irreparable injury' FileNET and/or its licensors, who may
thereiJra be entiIIed 10 ijundiYe relief to enforal Ihesa license
reslriclions, in _10 rrtf oIher remed"ES avaiabIe at law, in eqli\y,
or under!hil Sl:I1edle.
E. FleNET agrees Ihal Custome(s alIiIaIas (business anIiies Ii iMlich
Customer owns or c:on1roIs IlQ8 Ihan liIIy (50%) percent 0I1he YOIing
righls or Ihe oonIroIing body Ii Ihe IxJsiness antiIy) may use Ihe
SollwlI8; provided Ihal prior 10 fir( affiIaIe's use 01 the SollwlI8; (i)
Customer accepls responsibility lor Ihe acIs or omissions Ii such
aIliialas as W they wen! CusDnel's acIs or omissions; (i) Customer
shaD indemnify FleNET aglinst losses or damages suflenld by
FIieNET llIising Iran bIaach Ii IIis Agreement by lilY such affiiaIe;
and (iii) such use shall not 00I1SImJte III UIllllIhorilIld exportatioo, Ii Ihe
Software or doaJmentation under U.S. GcMmnent laws lIllI
regulalions.
2. License Fa-. SollwlI8 il icansed lor a onEHine license Iae. The Uconse
Fees a18 listed on ExhiIliI A. CopIes Ii SollwlI8 plIChased Iran FleNET lor
destination ouIsiIe 0I1he U.S. wi be deIiverad m its faciity in DubIil,
Ireland. AI oIher SdlwaIe wlI be delivered Iran its lad1ily in Casta Mesa,
CaIibnia.
3. InI1llIlltlon
A. Customer ~ be responsible lor ins1aIation Ii Ihe SollwlI8 At
CuslDme(s request and on Iem1s 10 be agreed upon, FleNET wi
instal Ihe SollwlI8 FileNET's installation services 818 Inilad to
loading Ihe SollwlI8 onID a Syslem lIllI IesIi1g Ihe SollwlI8 using
FileNET's standlrd sat Ii IIlsl daIa. Customer ~ be ,espo.lSibI& lor
oont9wing and instaIng lIlY requiad disk s1llraga systems, ne\wllfk
sol\ware, appication seMlIS, syslenB lIllI ~ lIlrminaIs and
v.oriIstIIioIm prior III inslaIation d Ihe SollwlI8 1_ wi be
1 CIty of San Bemanlino
Form No. 6400.002 312101
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deemed successIU lIld lXlIT!lieIBd when the SoI\wn Is loaded on a
System lIld Is ready lor usa.
B. At Cuslllmer's Illlluest. lIld on lemB t> be agraed ~ ~,
FiIsNET may agl80 III prtMde prHlsIaIation Sl.lJIIOlI. i1slaIIaIiln
support, bainiY.l, and lXlIISUiIi'g seMlIIs lor the SoIIwn.
4. T ann, Urless tenninaIed by FileNET in acc:onlIn:e YoiIh 1his AgretrntrC.
the lBrm of each paid Iil:ense shal e>cpIe at such line as CusIllrner
pennallently dlsalnlilJes use of the applicable SoI\wn III as set bI1 in
Section 6 below, but ahefwise the Iil:ense shal conIiooe.
5. Types 01 Sotlwara Llean...
A. Fill purposas of IIis Schedule, the ~ definitions shall apply:
1. Server Software Is a Wf1Y of Software residing on a server III
""WpIe seMlIS.
2. Clienls are peISOI18I computsIs, rninilxln'!JufBs, mainfJames,
workstalioos lIld terminal devi:es It1at inIeracI ,,;Ih Server
Sollware.
3. Client SoI\wn Is a Wf1Y of SoI\wn resking on a Client It1at
_ YoiIh Server Software.
B. Customer agrees to icense the Software as follows:
1. For Client Software . one Wf1Y of Client SoI\wn lor each Client
Ihat accesses any Server Software.
2. For Server Software - one Wf1Y of Server Software lor each
base system. In addition, ConcuI11llll User Licenses are Illlllired
in aooordlllCe YoiIh FIeNErs Ihen-aJrrent version of the
ConcuI11llll User Guidelines, which oonsist of CXlIlClIIeI1t
Dedicated User, Shared User, and &Business User Licenses.
These ConcuI11llll User Guidelines measure persons and
prograrrrnalic operations It1at interad ~ the Server Sollware
directly III indi'eclly from a Client
a Fill Dedicated User Licenses . a Wf1Y of C6ent Sollware
and a Wf1Y of Server Software where the ratio of licensed
Clients III the nurriler of OO'1CUnent Dedicated User
Licenses on the SelVer Is one to one (1:1).
b. For Shared User Licenses. a Wf1Y of Client Software lIld a
Wf1Y of Server Software where the ratio of _ Clients
t> the runber of ooncunent Shlred User Licenses on the
Server does rd """'"" ten t> one (10:1).
e. Fill eBusiness User Licenses - a Wf1Y of Client Software
and a copy of Server Software where the ratio of _
Clienls t> the nllTlber of ~ eBusiness User
Licenses on the Server does rd """'"" one htnlIed III
one (100:1).
C. In the event Customer llecIs to access Server Software by Ihe use of
a gateway III lXll1CllI1Inlt> I1llWpIexing meIhodoIogy, the nurrber of
Concurrent User Licenses, Is detelrnined by the maximum number of
Cfn in front of the ""1tipIexer which have access III the Server
SoI\wn at any given point in line. The !hen cuI11lIll version of
FleNErs Concurrent User Guidelines will be used to delBrmine the
number of Illlluired Conamnt User Licenses.
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D. FileNET may audit Cuslllmer's Software usage remotely or via
outbolIld emal of system melrics generated by FiIeNErs system
ITIOllbirg ImIiIy III _ duriQ seNice caIs III ~ reasonable
rdic:e cUing sllnIIrd busi1ess!un. The.... shal delBrmine
SoI\wn IBagll by _ lor ... runber of CllI1CIIIllI1t OedicaIed,
Shared IIldIor e&.oi&S User Licenses mqUrad lor each _.
SIlcUd an .... delBrmine IhaI CusDnn IBagll has ~ the
runber of Concurrent User licenses, IlIIhat Custlmer's deI*l'Iment of
SoI\wn on CIienm """'""" the oontnI:ted ratio of Clients III
Concurrent l.I;er Ucenses. Cust>mer 8gI8OS t> pm:hase additional
Iic:enses in COfl1lilIIce YoiIh 1his Software Schedule. Fill a _ YoiIh
a axnbinaIIon of roncument DeclcaIed, Shared IIldIor e&.oi&S User
Licenses, any use beyond ... ~ aggregallll1llllbor of .. Conaminl
User Licenses fncluding pnIviously acquied SLU type licenses) wiD
Illlllire addilion8l Concurrent User Licenses III be pIthased. The
Iighest ratio Cclncunlri User Ucense ilan1ilied on the CuslDmef's
lXlI1figuralion lIld its applicable lee wi! be irMiced accordingly.
6. Tannlnlllan, NoIIWhstanding the foregoing, FIleNET sha8 have the ~ht III
terminale CusIDmet's license W CusIDmer fails to pay any and .. Illlluied
Iil:ense lees III oIherMse fails III oompIy YoiIh these Iil:ense tenns and
oonditions. Upon fllqliraOOn of the Iil:ense tenn III upon _ of such
tenninaIIon, CusIDmer shall inInedaIeIy return III destroy the Software lIld all
poI1ions and oopies Ihereot as cirecIed by FileNET lIld, Illllluested by
FileNET, shaD certify in writing as III the _ III return of the same.
Any lBrminalion of the license sha8 auIDmaticaIIy tenninaIe seNice under a
SoI\wn SuppClt Schedule belween the patios. All confiden1iaIity and n0n-
disclosure obfgalioos herein shaI sllVive lBrminaOOn.
7. limited Warnnty
A. FIieNET WlIllIlIs IhaI . has good lIld cIea' tiIIe III III has the rijllll
sUlIicensa the SoI\wn being _ hereunder, flee lIld clear of aI
lens and encumbrances.
B. FileNET wananls for a period of ninety (90) days from Delivery Date,
Software used in a manner lor which . was designed ,,;U generally
oonfoon III the applicable FleNET documenIation p<tMded at the line of
delivery. FileNETs sole obIgation and liability hereunder shall be to
use reasonable eIIOOs III remedy any substantial non-oonfoonlIlC
which Is reported to FieNET in writing wiIhin the wananty period.
C. THERE ARE NO OTHER WARRANTIES, EXPRESS OR
IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED
WARRANTIES OF MERCHANTABILITY, FITNESS FOR A
PARTICULAR PURPOSE OR NONINFRINGEMENT WITH
RESPECT TO THIS SCHEDULE, THE AGREEMENT, OR THE
SOFTWARE LICENSED HEREUNDER
8. U,S, Government Rostricttd Rights. The Software Is CorrmerciaI
SoI\wn lIld !he Software lIld 00amlntaIiQn 119 prtMded Mh ResIricIed
Rights. Use, dupflCalion or discIosllll by !he Government Is subjecl1D
res1rictions as set IorIh in Jl!Ill9reph (e) (1) (ii) of the Righls in TecIricaI Dais
and Computer Software Clause at DFARS 252.227.7013 llI8lilpaagraphs
(e) (1) and (2) of the Commercial CIlInpuier SoIlware-Res1It RighIs at 48
CFR 52.227.19, as appicebIe. ContracIDrInunJfac1urer Is FleNET
Corporation, 3565 Harbor Blvd" Costa M.... Caliilmla 92626.
2 City of San Bernardino
Fonn No. 6400.002 312m
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Fil e NET:
Mas1llr Agruement No.
FleNET Corporalian
3565 HlIbor BMl.
Casta Mesa. CaIIomia 92626
(714) 327-3400
Professional Services Schedule
This Professional Services Schedule (herein 'Schedule') between FileNET and Cltv of San Bernardino
(herein 'Customer') is an addendum to the Master Agreement between FileNET and Customer dated _
(herein the 'Agreement').
CUSTOMER AGREES TO INITIAL HERE AND IN THE APPROPRIATE SPACE ON THE FACE OF THE MASTER
AGREEMENT TO INDICATE ITS INTENTION TO HAVE THIS PROFESSIONAL SERVICES SCHEDULE APPLY.
CUSTOMER AGREES TO THE FOllOWING ADDITIONAL TERMS AND CONDITIONS WHICH ARE INCORPORATED IN
AND MADE A PART OF THE ABOVE-REFERENCED MASTER AGREEMENT:
Customer's Initials
The following terms and conditions shall govern the
professional services to be provided by FileNET to Customer
as defined in a mutually agreed upon Statement of Work
(herein 'SOW').
E. Customer shall furnish FileNET, at Custome~s
expense, all technical data and information as may
be determined by FileNET to be necessary to furnish
the Services in the SOW. Customer shall grant
FileNET access to the Custome~s FileNET System
at such times and so configured as may be required
for the adequate delivery of the Services.
1. Service. and Deliverable.
A The professional services and deliverables to be
performed or delivered by FileNET under this
Schedule may Include, but are not limited to:
consulting, special studies, installation evaluations,
tools/utilities components, programming and
documentation, application design and
development, systems analysis, design and
integration. conversions and implementation
planning (collectively referred to as the' Services').
F. FileNET tools/utilities components (herein
'Components') are developed by FileNET to
enhance the functionality of FileNET Software for the
applicable customer solution. The description of the
Components and the associated fees shall be
described and priced within the applicable SOW.
The rights to use these Components are granted in
accordance with Section 7 hereunder. In addition,
continuing support for the specified Components
may be ordered under FileNETs Software Support
Schedule.
B. During the term of this Schedule, the Customer may
submit orders to FileNET. Upon acceptance by
FileNET, each order shall become part of and be
subject to the terms and conditions of this Schedule.
G. FileNET shall use reasonable effort to deliver the
Services to be provided hereunder, but FileNET will
not be responsible for any delays resulting from
circumstances beyond its control including without
limitation, changes to the SOW by Customer.
C. For each order issued and accepted by FileNET, the
parties shall mutually agree to and attach a SOW
with a written estimate of the tasks, deliverables,
acceptance of deliverables, schedule for
performance and cost for providing the requested
Services. It Is understood that the SOW may be
amended by mutual written agreement. If there is
any conflict of terms between this Schedule and the
SOW, then the SOW shall supercede.
2. Term
This Schedule shall become effective on the date of
acceptance by FileNET and shall remain in force until
terminated with thirty (30) days prior written notice from
either party. Completion of any ordered Services or the
absence of orders for additional Services shall not
terminete this Schedule, it being the Intent of the parties
to keep this Schedule in effect in the event of Mure
orders for Services.
D. Hours of Service: Services will te provided during
FileNET's normal working hours 8:30 AM to 5:30 PM
Monday through Friday excluding FileNET holidays.
Customer may request in writing extended hours
beyond the normal hours of service at the prevailing
surcharge rates.
1 City of Slr1 Bernardino
Form No. 6800.11)2 111/00
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3. Service Fee.
A The Customer agrees to pay for all Services
delivered by FlleNET, including reasonable travel,
subsistence, and lodging In accordance wtth
FlleNET's established rates and minimums In effect
when the Services are rendered (herein "Service
Fees"). Additionally, the Customer agrees to
reimburse FlleNET for any special or unusual
expenses Incurred at the Cuslome~s specific
request.
B. Customer will be Invoiced in accordance wtth the
payment schedule In the SOW attached to each
order. All invoices are due and payable In full upon
receipt.
4. Change Orders
A In the event that either party desires to change the
scope of the Services for any reason which is not
within the scope of the applicable SOW, such party
(referred to for convenience as the "requesting
party") shall submit to the other party (referred to for
convenience as the "receiving party") a request for a
change to the scope of the Services (a "Change
Order"). Each Change Order shall set forth In
reasonable detail the nature of the change in the
Services being requested, the recommended
increase in personnel or other resources. if any, and
any Impact of the Change Order will have on the
SOW schedule, once the Change Order is
implemented. The receiving party will use
commercially reasonable efforts to review and
respond to the Change Order within ten (10)
business days after receipt of the Change Order.
The receiving party may approve, propose
modifications to or disapprove the requested
Change Order. Neither party shall unreasonably
disapprove a Change Order presented by the other.
If the receiving party disapproves the requested
Change Order, the receiving party shall provide to the
requesting party in writing, within the ten (10) day
response period, the reasons for denying the
requested Change Order. In the event the parties fail
to agree on a specific Change Order, FlleNET shall
continue to provide the Services at the service level
provided prior to the requested Change Order
provided that the SOW is met. FlleNET shall have
the right to allocate its resources to the extent
necessary to achieve such mutually agreed to
service levels.
B. A stop work notice or a request for suspension of
performance by the Customer shall be considered a
change order under this Section. Any resumption of
the Services shall require a mutual review and
written acceptance of the applicable SOW and any
changes or amendments thereto.
5. Chenge Control end SUpervision
A All changes must be documented in writing and
signed by the requesting party. The assigned
Professional Services Project Manager will analyze
these requests and generate an initial assessment
as to the Impact on the SOW's cost and/or schedule
within five business days.
(i) Changes that do not affect the cost and/or
schedule of the Services will be handled wtthin
the SOW. The Project Manager may take three
actions: authorize the proposed change, deny
the proposed change, or request additional
information.
(ii) Changes that affect cost and/or schedule of the
Services will be reported to the Customer, wtth
the applicable pricing and schedule impact of
the requested change to the SOW.
B. While present on the Custome~s premises and
performing Services under this Schedule, FlleNET
and its Consultant(s) shall conform to Custome~s
published pOlicies and procedures and shall abide
by Custome~s directions which are consistent with
the Statement(s) of Work.
C. It is the express intention of the parties that FlleNET
and/or the FileNET Consultant is an independent
contractor and not an employee, agent or partner of
Customer. Nothing in this Schedule shall be
interpreted as creating the relationship of employer
and employee between the FlleNET Consultant and
Customer.
D. Should a FlleNET Consultant be unable to perform
the Services under any applicable SOW attached to
this Schedule because of illness, resignation or
other causes beyond FlleNET's control, FlleNET will
attempt to replace such Consultant within a
reasonable time, but FlleNET shall not be liable for
failure to replace such Consultant within the SOW.
6. Non-Dlsclosure.
A In order to perform the Services under this Schedule,
Customer may, from time to time, disclose to
FileNET certain Information respecting Custome~s
technical, financial, statistical and personnel data,
(herein "Information"). Any such Information which Is
submitted in writing to FlleNET by the Customer and
which Is clearly and conspicuously marked as
confidential shall be protected by FlleNET against
unauthorized disclosure by using the same degree
of care and discretion that FlleNET uses with similar
Information which FlleNET does not want disclosed
to third parties. However, FiteNET shall not be
required to protect Information which (I) Is or
becomes publicly available, (II) Is already in
FlleNET's possession, (Iii) is Independently
developed by FlleNET outside the scope of this
Schedule, or (iv) is rightfully obtained from third
2CJtyofSlIIBemadino
Form No. 6800.802 117100
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parties. FileNErs obligations under this Paragraph
6 shall cease immediately upon retum to Customer
of such Information.
B. FileNET shall not be required to protect any Ideas.
concepts. know-how, or techniques relating to data,
electronic document processing and image
processing developed or resulting from the Services
provided under this Schedule.
7. Rights In Data
Title to and ownership of all written material, Including
without Iimite'on all Services delivered to Customer
under this Schedule, including but not limited to software,
magnetic and optical disks. tapes, listings and other
software documentation (collectively referred to as
"Data") first developed or created by FileNET under this
Schedule and all proprietary rights therein shall at all
times remain with FileNET; however, FileNET, subject to
the payment by Customer of all charges related to the
Services, grants to Customer a personal, non~xclusive,
non-transferable license to use Components and Data
furnished to Customer by FileNET under this Schedule.
All other Software and related Documentation furnished
hereunder shall be subject to FileNErs Software
License Schedule. Except and to the extent expressly
provided in this Paragraph, no license or other right Is
hereby transferred or granted to Customer, Inciudlng any
license by implication, estoppel or otherwise, under any
patent, trade secret, trademark or copyright.
8. Consultant(s)
A The parties recognize that the FileNET Consultant(s)
provided under this Schedule may perform similar
Services from time to time for others. Accordingly,
this Schedule shall not prevent FileNET from
performing such similar Services or restrict
FileNErs use of the same Consultant(s) provided
under this Schedule. FileNET will make every effort
consistent with sound business practices to honor
the specific request of the Customer with regard to
the assignment of its Consultant(s); however,
FileNET reserves the sole right to determine each
assignment of FileNET Consultant(s) under this
Schedule.
B. Customer and FileNET acknowledge and agree that
the FileNET Consultant(s) provided under this
Schedule are highly important to the success of
FileNET in fulfilling the intent of this Schedule.
Accordingly, Customer hereby covenants and agrees
that they will not, either directly or indirectly, solicit,
divert or hire, or attempt to solicit, divert or hire any
FileNET Consultant(s) engaged In providing the
Services under this Schedule for a period of twel\18
(12) months after completion of the Services.
C. The parties understand that Consultants provided by
FileNET for the performance of this Schedule are
trained and provided with specific knowledge to
deliver FileNET Services. Customer recognizes, that
the loss of such knowledgeable and trained
Consultants would constitute damages to FileNET
that Is difficuil to quantify. Therefore the parties
agree that in the event of any breach of Paragraph 8
(B), Customer shall pay to FileNET; folly percent
(50%) of the Consultanfs current annualized gross
salary as liqUidated damages. For the purposas of
this section the term "Consultant" shall mean and
include FileNET employees or sulH:ontractors
involved in the performance of Services hereunder.
9. Disclaimer of Warranty
THERE ARE NO WARRANTIES, EXPRESS OR IMPLIED,
INCLUDING fW'( WARRANTY AGAINST iNFRINGEMENT,
WITH RESPECT TO THE SERVICES OR DATA
FURNISHED UNDER THiS SCHEDULE. FILENET
DISCLAiMS ANY IMPLIED WARRANTIES OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR
PURPOSE. FILENET DOES NOT WARRANT THE
RESULT OF ANY SERVICES OR THAT THE SERVICES
WILL MEET CUSTOMER'S REQUIREMENTS.
10. Termination
FileNET shall have the right to terminate this Schedule
upon the occurrence of any of the following events (a)
Customer fails to perform or observe any of Its
obligations to FileNET under this Schedule, including but
not limited to, the timely payment of any sums due
FileNET, (b) Customer admits in writing its Inability to pay
its debts generally as they become due, or executes an
assignment or similar document for the benefit of
creditors, (c) the appointment of a receiver, trustee in
bankruptcy or similar officer for the equity or assets of
Customer, (d) there is an assignment of this Schedule
without the prior written consent of FileNET; and (e) such
event(s) is not remedied or cured to the reasonable
satisfaction of FileNET within thirty (30) days after
FileNET has sent written notice to Customer.
Termination shall not be FileNErs exclusive remedy and
no such termination shall adversely affect any claim. right
or action which FileNET may have for damages or
otherwise against Customer regarding any failura of
Customer to perform or observe Its obligations to
FileNET.
Foon No. 6800.802 WIOO
3 City of San Bernardino
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Software Support Schedule
This Software Support Schedule (herein 'Schedule') between AIeNET and City of San Bernardino
(herein 'Customer') is an addendum to the Master Agreement between FileNET and Customer dated
(herein the 'Agreement').
CUSTOMER AGREES TO INITIAL HERE AND IN THE APPROPRIATE SPACE ON THE FACE OF THE MASTER AGREEMENT TO
INDICATE ITS INTENTION TO HAVE THIS SOFTWARE SUPPORT SCHEDULE APPLY. CUSTOMER AGREES TO THE
FOLLOWING ADDITIONAL TERMS AND CONDITIONS WHICH ARE INCORPORATED IN AND MADE A PART OF THE ABOVE-
REFERENCED MASTER AGREEMENT:
FileNET~
RlsNET CIlrporation
3565 HIIllor Blvd.
CosIa Mesa, CaIifomIa 92626
(714) 327-3400
Master Agreement No.
Customefs Initials
The followilg are the terms and condllions under which
FileNET provides Support (the "Suppor1") covering the
Software listed in Exhibll A to the Agreement, as modified from
time to time.
1. Malnlenance
A Hours of Support Availability. Payment of the
standard Support Charges (as defined in Section 5)
entiUes Customer to Support during the Principal
Period of Maintenance ("PPM"). The PPM is a ten
hour contiguous daily time period between Ihe hours
of 8:00 AM and 6:00 PM, local time, Monday though
Friday, excluding FileNErs published holidays or
such holidays as observed locally by FileNET. All
Support subsequently added shall have the same
PPM.
B. Scope of Support. Software Support includes the
response to and resolution of Cuslomer-encountered
problems with 1I1e Software as reported to FileNET by
Customer. Resolution of Customer-encountered
problems shall, at FileNErs option, consist of: (1)
maintenance provided through telephone or electronic
support; (2) correction of any defect in the Software
program that materially and adversely affects the use
of the Software as described. in FileNErs
documentation, (3) delivery of Software defect
corrections or other changes limited to the current or
immediate prior Software release. FlleNET will
support licensed Software located on the Custome(s
development or production systems. FileNET will use
commercially reasonable efforts to respond to
Customer calls according to the priority level of the
call. FileNET will ensure the Custome(s call is
resolved within a commercially reasonable period.
C. Support limitations. Software Support is contingent
upon the use of unmodified Software (except as
authorized by FileNET) operated in accordance with
FileNErs documentation. Software Support
specifically excludes the following: (1) Support to a
version of Software other than the current or
immediate prior release: (2) efforts to restore a
release of the Software beyond the current or
immediate prior release; (3) efforts to restore
Customer data beyond the most recent back-up.
0, End of Support Life. FileNET periodically announces
the End of Support Lffe (EOSL) for Software. FileNET
will notffy the Customer signatory or designee in
writing or by electronic mail a minimum of one
hundred and eighty (180) days prior to the Support
discontinuance. After the EOSL, telephone and or
Web-based support Iimlled to current available fixes
will be available on a commercially reasonable efforts
basis at prevailing rates.
2. Custome(s Responsibilities. Customer is responsible
for maintenance and installation of any common carrier
equipment or communication service related to the
operation of the Software and not furnished by FlleNET.
Customer is also responsible for charges incurred for
communication facilities at Customer's facilities. whether
incurred by Customer or by FileNET Support
representatives while performing Support on the Software.
Customer is responsible for performing Software back-ups
in accordance with published documentation. Customer
shall notify FileNET of any Software failure and shall allow
FileNET reasonable access to the Software for performing
Support. Customer must provide FileNET with modem
access to the Software to perform remote support.
Customer must provide a FlleNET trained System
Administrator trained in the operating system, database
(including back-up and restore), and FileNET tools and
applications purchased by the Customer. Support calls
must be placed to FileNET by a FileNET trained contact.
3. Software Modification. FileNET will not be responsible
to Customer for loss of use of the Software or data or for
any other liabilities arising from alterations, additions,
adjustments or repairs which are made to the Software by
other than authorized representatives of FileNET, or at the
direction of FileNET. FileNET reserves the right to
Foon No. 6400.004 2.\lMll
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terminate this Agreement upon written notice to Customer
if any such alteration, addition, adjustment or repair
edversely effects FileNET's ebility to render maintenance
Support to the Software.
4. Tenn and Applicability to Other Schedule.
A If Customer elects at the same time as R executes a
Software License Schedule to have this Software
Support Schedule apply, then: (a) the initial lerm
shall bagin on the Delivery Date of the Software to the
Customar and end fifteen (15) months after the
Delivery Date, (b) the commencement dale for
Support Charges will ba ninety (90) days from the
Delivery Dale of the Software to the Customer
("Commencement Date"), (c) payment of one year of
Support Charges in advance shall bag.. on the
Commencement Date.
B. After the inRial term, Support shall continue under the
terms and condRions set forth herein from year to
year, unless terminated by either party upon ninety
(90) days advance written notice to the other party.
C. If this Software Support Schedule goes into effect at
any other time, the initial term shall begin on the date
of the applicable Support SUbscription order form and
end twelve (12) months thereafter, with payment in
advance for one year of Support Charges.
D. The CommEncement Date for Software add..,ns
andlor upgrades will be the Delivery Date and the
term of Support and related Support Charges shall ba
coterminous wRh the term of Support applicable to the
Software initially covered.
5. Support Charge.
A Definition. "Support Charges" ere the total annual
charges listed on ExhibR A. After the initial term and
upon thirty (30) days written notice, File NET may
change its Support Charges then in effect. If the
Support Charges are increased, Customer may
terminate Support as of the effective date of such
increase, upon fifteen (15) days written notice to
FileNET. If Customer does not terminate Support as
stipulated, the new Support Charge shall bacome
effective on the date specified In the notice.
B. Invoice.. Support Charges will ba invoiced annually
in advance, and anyone-time cherge will ba invoiced
as incurred. Partial inVOicing will be prorated on the
basis of a thi~ay (30-day) month. Customer shall
pay all invoices in full wRhin thirty (30) days of receipt
of the Invoice regardless of whether or not Customer
utilizes Support every month during the term. All
amounts payable under this Software Support
Schedule shall ba paid in the currency stated on the
invoice. _
C. Defeult. Customer will ba in default If undisputed
amounts due wRhln thirty (30) days after receipt of
invoice have not been paid or Customer fails to
perform any of its obligations hereunder. Customer's
default will consiliute sufficient cause for File NET to
suspend or terminate Support under this Software
Support Schedule.
6. Supplemental Malntanance Support
A. Movement of Software. Software moved to a
location outside of the original delivery country shell
continue to ba supported at the option of FlleNET
subject to the prevailing terms, condllions and prices
of the country to which it Is moved. Furthermore,
FileNET shall have the right to alter the type of
Support provided to the relocated Software.
Customer shall give FileNET at least thirty (30) days
written notice specifying the new location prior to any
movement. Reinstallation must occur within thirty (30)
days of deinstallation or a pre-contract inspection may
be required and billed at the then-current prevailing
rates.
B. Other Support. FileNETs rendering of maintenance
Support that is not selected by Customer, Including
extended coverage, right to receive unspecified
upgrades, updates and enhancements on an if and
when available basis and consuRing will ba performed
at FileNETs discretion upon receipt of a purchase
order or appropriate payment, end, If performed, will
be charged to Customer at current prices and terms
then in effect.
7. LIMITED WARRANTY. THE SUPPORT OBLIGATIONS
SET FORTH IN THIS SCHEDULE ARE IN LIEU OF ALL
WARRANTIES, EXPRESS OR IMPLIED, INCLUDING
WITHOUT LIMITATION ANY WARRANTIES OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR
PURPOSE. SUPPORT PROVIDED UNDER THIS
SCHEDULE DOES NOT ASSURE THE
UNINTERRUPTED OPERATION OF THE SOFTWARE.
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eProcess Infrastructure
Implementation
A "Services Description"
for
City of San Bernardino
Provided by
FileNET Corporation
January 8, 2002
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Proprietary Notice
This document contains confidential information of
FileNET Corporation, which is provided for the sole
purpose of providing a Services Description. In
consideration of receipt of this document, the recipient
agrees to maintain such information in confidence and
not to reproduce or otherwise disclose this information
to any third party, without written permission from
FileNET Corporation.
Cl2002, FileNET Corporation. AI RIghts Reserved.
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A Services Description for City of San Bernardino
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Table of Contents
I. PROJECT SCOPE............................................................................................................................................ 3
1.1 INTRODUCTION ........................................................................................................................................... 3
1.1.1 Assumptions ........................................................... ............................................................................... 4
1.1.2 Service Limitations............................. ............................... ................................................... ......... ........ 5
2. IMPLEMENTA nON PLAN........................................................................................................................... 6
2.1 OVERVIEW.................................................................................................................................................. 6
3. RESOURCES .................................................................................................................................................... 7
4. ROLE DEFINITIONS ...................................................................................................................................... 8
s. RESPONSmILITIES ....................................................................................................................................... 9
5.1 FNC's RESPONSIBILITIES ....... ...................... .......................................................................... .................... 9
5.2 FILENET's RESPONSIBILITIES .................................................................................................................. 10
6. PROJECT TASKS AND DELIVERABLES ................................................................................................ 11
6.1 TASK I: KICKOFF MEETING.......................................................................................... ......................... II
6.1.1 Define Project Organization and Project Team ................................................................................. II
6.1.2 Review Project Services Description and Implementation Tasks ....................................................... I I
6.1.3 Define/Review Project Plan................................................................................................................ I I
6.1.4 Architecture Review... ......................... ......... .......... .......... ....................... ......................... ................... 12
6.2 TASK 2: SOFIW ARE INSTALLATION ....................................................................................................... 12
6.2.1 Server Installation............................................................................................................................... 12
6.2.2 Security Setup ..................................................................................................................................... 13
6.2.3 Client Software Installation ................................................................................................................ 13
6.3 TASK 3: FNC's PROTOTYPE SYSTEM .................................................................................................... 13
6.3.1 Load FileNET-Supplied Sample Workflow ......................................................................................... 13
6.3.2 Test Sample Workflow......................................................................................................................... 13
6.4 TASK 4: SYSTEM ADMINISTRATION ....................................................................................................... 13
6.4.1 Security Review.............. .................. ........................... ...... ............... ................................ ................... 13
6.4.2 Review Backup Methodology..............................................................................................................14
6.4.3 Routine Maintenance.. ....................... ................................ .............. ................................................... 14
6.4.4 Problem Reporting.............................................................................................................................. 14
6.5 TASK 5: PRODUCT CONFIGURATION DOCUMENT................................................................................... 14
6.6 TASK 6: PROJECT COMPLETION ............................................................................................................. 14
7. OPTIONS......................................................................................................................................................... 16
8. APPENDIX A - CHANGE ORDER .............................................................................................................. 17
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1.1 Introduction
FileNET Corporation is pleased to submit this Implementation Package to City of
San Bemardino (City of San Bemardino). City of San Bemardino has requested
the following services from FileNET:
. FileNET eProcess Infrastructure Implementation Package.
These services provide the expert resources required to install, integrate and
configure the software components that comprise the eProcess suite of FileNET
products. The objective is to establish the foundation upon which the eProcess
design and development process can commence to develop City of San
Bernardino's selected workflow application 1.
The eProcess Infrastructure Implementation Services are comprised of the
following components:
. panagon eProcess Services
. panagon Web Services and Toolkit
. panagon WorkFlo Services and Toolkit
In addition, as a requirement for the operation of the eProcess suite of products,
a limited version of Panagon Image Services2 will also be installed as part of this
eProcess Infrastructure Implementation. Images Services is only required if
eProcess is performing transactions with Panagon Image Services documents.
The scope of this Implementation Package is limited to support of the FileNET
eProcess Infrastructure Implementation Services. FileNET expects that the
implementation services described herein will be completed in no more than five
(5) business days.
A formal Change Order will be issued to manage any deviations from the scope
of work described in this document. Please refer to Section 8, 'Change Order" of
this Services Description.
1 Custom workflow development is not included in this Implementation. These services are available from
FileN ET Professional Services under a Professional Services Statement of Work.
2 Should City of San Bernardino elect to have a full FileNET 10M Image Services product installed (rather
than 'Iimited., as included in the eProcess Infrastructure Implementation Package), FileNET can perform
the full IOMIS Implementation for City of San Bemardino under a separate contract. City of San
Bernardino will need to purchase the appropriate IOMIS Implementation Package.
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FileNET Learning Services education included in this implementation are as
follows:
. First View CBT (1 copy)
. Panagon eProcess Foundation class (1 person)
. Panagon eProcess Administration class (1 person)
The FileNET Project Lead will order the above CBTs/MBTs for City of San
Bernardino using the Purchase Order number that contains this implementation
service package. In order to register for these classes City of San Bernardino
must be able to provide the Purchase Order number that contains this
implementation service package.
Please refer to the FileNET Global Learning Services Web site for detailed
information regarding class schedules, course descriptions, ordering options,
registration instructions and relevant FileNET Web site locations.
1.1.1
Assumptions
The following prerequisites must be met by City of San Bernardino prior to
initiation of the eProcess Infrastructure Implementation Project:
. Network check (verify server connectivity to network, addressing, correct
protocol).
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. FileNET eProcess, Web, and WorkFlo Services software media has
arrived at City of San Bernardino's facility.
. City of San Bernardino should have attended the Panagon eProcess
Foundation and Panagon eProcess Administration classes prior to the
initiation of this Implementation.
. FileNET IDM Content Services (IDMCS) must already be installed,
configured, and fully operational prior to the commencement of the
eProcess Infrastructure Implementation Services3.
Additional resources and time for the development of .custom applications' are
not included in this implementation.
Installation and configuration of any additional local or remote servers other than
those included as part of this Implementation and are considered additional
options. Pricing for those respective field integration linstallation services will be
as published in the current FileNET price book.
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3 This service is outside the scope of an eProcess Infrastructure Implementation. FileNET can perform the
IDMCS Implementation for City of San Bemardino under a separate contract. City of San Bemardino will
need to purchase the appropriate IDMCS Implementation Package.
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Travel and Living Expenses:
Travel and living expenses are not included in this implementation package.
All travel and living expenses (hotel, airfare, meals, etc.) incurred by FileNET
traveling to City of San Bernardino's site will be billed separately to City of
San Bernardino as incurred.
1.1.2
Service Limitations
Setup and configuration of FileNET IDM Content Services are not included in this
implementation.
eProcess Infrastructure Implementation Services do not include repairs,
corrections or troubleshooting of performance degradation, data corruption,
errors and faults that are discovered during the process due to hardware failures,
non-qualified hardware or operating system. Repairs, corrections or
troubleshooting of such errors and faults will be City of San Bernardino's
responsibility; any FileNET involvement will be charged on a Time and Materials
(T&M) basis.
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2.1 Overview
FileNET is pleased to present this Services Description for the FileNET eProcess
Infrastructure Implementation Package to City of San Bemardino. The objective
is to provide hands-on assistance to address any questions, recap key issues
covered in formal training classes, and to assist in applying the knowledge
gained in class to City of San Bernardino's operational requirements. The
FileNET Technical Consultant will help guide City of San Bernardino on proven
strategies and procedures that have been employed by other successful FileNET
installations.
This Implementation Package includes a set of tasks that City of San Bemardino
must complete to facilitate a successful eProcess product installation. The actual
duration of each task varies from customer to customer, based upon their
knowledge of the products and the complexity of the eProcess installation. This
Services Description will define the deliverables for City of San Bernardino.
The resources outlined in this plan will include both the FileNET and City of San
Bernardino personnel that are required to successfully install and configure the
eProcess Infrastructure solution.
FileNET resources will be provided Monday through Friday from 8:00 a.m. to
5:00 p.m., excluding holidays and vacation time. Specific details regarding
schedules will be determined prior to the project start-date.
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The "Project Team" will consist of the FileNET Account Team, the City of San
Bernardino resources listed below.
FlleNET Account Team Resources
The FileNET Project Lead coordinates the appropriate FileNET resources as
required. Depending upon the scope of the project, the FileNET Project Lead
function may be performed by an Implementation Project Manager (IPM), a PS
Project Manager (PSPM), or a PS Systems Consultant (FileNET Consultant).
Depending on the project the FileNET Team may include any of the following
members:
Implementation Project Manager (IPM)
Professional Services Project Manager (PSPM)
Professional Services Systems Consultant (FileNET Consultant)
Technical Consultant (TC)
Account Executive (AE)
Systems Consultant (SC)
District Systems Manager
CSS Manager
District Manager
ValueNET Partner resources
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City of San Bernardino Resources
City of San Bernardino will need to identify intemal personnel to fill the roles of
the City of San Bernardino Project Team. City of San Bernardino is responsible
for selecting a Project Lead to share lead responsibilities with the FileNET
Project Lead.
Depending on the project the City of San Bernardino Project Team may include
any of the following members:
Project Lead
FileNET System Administrator
Web MasterNVeb Designer
System Operations Coordinator
PC Coordinator
LAN Administrator
Database Administrator
DocumenURecords Manager
Document Entry Supervisor
End-User Manager
End-User Specialist
Application Developer
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Workflow Consultant
City of San Bernardino will need to identify internal personnel to fill the roles as
listed in Section 3, "Resources". The following outlines the general roles for each
of these individuals. Please note that additional resources may be required at
various phases of the installation. Likewise, not all of the individuals will
necessarily be involved in this implementation.
Proiect Lead- This individual will represent City of San Bernardino resources and
provide project coordination in conjunction with the FileNET Project Lead.
Technical Proiect Imolementation Resource 11 to 2 oeoole)- This individual(s) will
work closely with the FileNET consultant(s) during installation and configuration
of the FileNET server and clients. He/she will provide technical insight into the
current City of San Bernardino information systems, as required, for the
installation phase. FileNET strongly recommends that this individual(s) become
familiar with the FileNET products by enrolling in FileNET classes, preferably
prior to project initiation.
FileNET Svstem Administrator. Web MasterlWeb Desianer. or Ooerations
Coordinator 11 to 3 oeoole)- This individual(s) will learn the administration
functions necessary to oversee the FileNET system, and will serve as the on-
going administrator for the system. Enrolling in the Panagon eProcess
Foundation and Panagon eProcess Administration classes is required and
should be completed in time for acceptance of the installation by City of San
Bernardino. This individual(s) will work closely with the FileNET consultant(s)
during installation and configuration of the FileNET server and clients.
Panaaon Desktoo Suoervisor 11 oerson)- This individual will work with the
FileNET consultant(s) during the onset of PC installation, and will continue the
PC installation to all PC's requiring the software. Enrolling in the 10M Desktop
Administration and Support class should be completed in time for acceptance of
the installation by City of San Bernardino.
Workflow Consultant- This individual will possess the necessary training in the
use of FileNET workflow products as well as the necessary systems
development background to develop the intended workflow application.
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5.1 City of San Bernardino's Responsibilities
In order to facilitate a successful implementation, City of San Bernardino has the
responsibility to provide the following:
. Hardware, software, and network configurations that meet FileNET
requirements for system size and performance for the purchased
software.
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. A Project Coordinator with sufficient authority to represent City of San
Bernardino's interests and serve as the focal point for all decisions and
communications to and from FileNET, as well as coordinate activities
assigned to City of San Bernardino personnel. This person will be
responsible for signing project-related documents.
. Local system administrator(s) trained on the administration of FileNET
products to be installed at City of San Bernardino. Education information
is available through City of San Bernardino's FileNET Account Team and
on the FileNET Global Learning Services Web site.
. Local help desk personnel trained on the FileNET client products to be
installed at City of San Bernardino. Education information is available
through City of San Bernardino's FileNET Account Team and on the
FileNET Global Learning Services Web site.
. Installed the most recent version of FileNET 10M Content Services
properly configured with appropriate users, groups, custom properties,
document types, and sample documents. This must be done prior to the
commencement of the eProcess Infrastructure Implementation Services.
Improperly installed or incomplete system configuration may necessitate
a Change Order to this project if City of San Bernardino desires FileNET
to correct system deficiencies.
. Staff to work with the FileNET Technical Consultant who can provide
access to the existing FileNET 10M Content Services System.
. System support package in place through FileNET or a FileNET Partner
to ensure on-going maintenance post-implementation.
City of San Bernardino will make available all City of San Bernardino personnel
required for this project in a timely manner. Any significant delays caused by City
of San Bernardino personnel not being available may result in schedule delays
which in turn can impact the project sufficiently to require an issuance of a
Change Order to address additional or extended FileNET personnel
requirements and additional costs. Please refer to Section 8, "Change Order" of
this Services Description.
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5.2
FileNET's Responsibilities
. Install Panagon WorkFlo Services including a limited version of panagon
Image Services (if required).
. Install Panagon Web Services.
. Install 10M toolkit, if purchased.
. Install Panagon eProcess Services.
. Install panagon eProcess Services toolkit, if purchased.
. Configure and integrate eProcess with the already installed FileNET 10M
Content Services System.
. Setup a sample user profile.
. Load and test the FileNET-supplied sample workflow.
. Demonstrate the system to the City of San Bernardino Project Team.
. Deliver documentation describing the FileNET server configuration.
. Provide City of San Bernardino a completed eProcess Infrastructure
Implementationllnstallation Checklist.
. Review Problem Reporting and Product Support Procedures.
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The Project Team will perform the following tasks. Deliverables for each task are
detailed wilhin the task descriptions. The eProcess Infrastructure Implementation
Services comprises the following tasks.
6.1 TASK 1: Kickoff Meeting
The purpose of this meeting is to prepare both the City of San Bernardino team
and the FileNET team for the eProcess Infrastructure Implementation Project.
Topics of discussion will include City of San Bernardino's requirements,
expectations, prerequisites, and schedules.
6.1.1
Define Project Organization and Project Team
The FileNET Project Lead works with City of San Bernardino to identify the
project management structure requirements for the product installation team that
suits City of San Bernardino's eProcess Infrastructure workflow utilization and
business structure. Team members represented by City of San Bernardino may
include roles listed in Section 3, "Resources".
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6.1.2
Review Project Services Description and
Implementation Tasks
The FileNET Project Lead will review the Implementation Services Description,
the implementation tasks, and roles and responsibilities with City of San
Bernardino's Project Team.
6.1.3
Define/Review Project Plan
The implementation project plan includes consultant assistance necessary to
complete the implementation tasks. This implementation project plan is one of
the deliverables provided to City of San Bernardino as part of the implementation
process.
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Once selected, the Project Team works on the development of a project plan that
best frts City of San Bernardino's implementation needs (see the sample
eProcess Infrastructure Implementation Project Plan for a starting point). The
plan is designed to complete the implementation in the shortest possible
timeframe. Each task is assigned a resource(s}"and a time window based on the
effort required to complete the task. Those project tasks requiring a higher level
of specialized experience are usually assigned to the FileNET resource
possessing the appropriate set of skills. City of San Bernardino members are
assigned tasks that they can complete without the assistance of a FileNET
Technical Consultant (for example, document review, client machine setup, etc.).
FileNET strongly encourages the practice of joint task assignments as an
excellent means of training and knowledge transfer for the team members. Upon
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acceptance of the plan by both parties, the eProcess Infrastructure
Implementation begins.
The starting date to begin the eProcess Infrastructure Implementation Services
for City of San Bernardino will be scheduled and confirmed with the FileNET
Project Lead and the assigned City of San Bernardino Project Leader.
6.1.4
Architecture Review
Review FileNET software purchased, City of San Bernardino's server
configuration (hardware, operating system and site specific software), FileNET
specific network configuration, and City of San Bernardino's System Diagram.
6.2
TASK 2: Software Installation
The FileNET Project Lead, with the assistance of City of San Bernardino's
Information Technology staff, schedules the server software installation. Release
notes included on the software media; provide the latest information with respect
to operating system software releases etc. required for a successful software
installation/implementation.
The FileNET Technical Consultant discusses various requirements with City of
San Bernardino and develops a set of assumptions that the team employs as
input for the implementation. City of San Bernardino will provide relevant
information required to setup and configure the eProcess system modules.
A member of City of San Bernardino's IT staff should have received FileNET
Administration training prior to this step. This assures appropriate system
configuration choices and eases support transition to City of San Bernardino.
6.2.1
Server Installation
Implementation of eProcess Services includes the installation of panagon
WorkFlo Services, Panagon Web Services, and a limited version of Panagon
Image Services (only required if eProcess is performing transactions with
Panagon Image Services documents). These services include integration with
an existing 10M Content Services System4.
The FileNET Technical Consultant will configure the system for eProcess
Services. The FileNET Technical Consultant will perform initial testing of the
system to determine if the eProcess Services software is operational.
The Project Team members can use this phase as a learning process to ensure
they understand the complete installation and testing process of the eProcess
System.
4 FileNET requires the FileNET IDM Content Services System to be installed, configured, and fully
operational prior to the commencement of these services.
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The FileNET Consultant, along with City of San Bernardino's FileNET System
Administrator, will define an initial user to the system, allowing them to operate
the system using their own 10 and password.
Client Software Installation
6.2.3
Upon successful implementation of the initial workstation, City of San
Bernardino's PC Coordinator assumes responsibility for installing the remaining
clients and testing the LANlWAN connectivity of the client software.
6.3 TASK 3: City of San Bernardino's Prototype
System
6.3.1
6.3.2
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6.4
6.4.1
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Load FileNET-Supplied Sample Worlcflow
After the server software has been installed and configured, the FileNET-
supplied sample workflow is loaded.
Test Sample Worlcflow
After the system is fully operational, the FileNET Technical Consultant and City
of San Bernardino Project Team members will perform functional testing to
ensure that all software has been correctly installed and is operating as
expected. System testing is completed once the FileNET-supplied sample
eProcess workflow has been run to validate the system operation.
TASK 4: System Administration
Security Review
The FileNET Technical Consultant will discuss the security tools and strategies
available to City of San Bernardino so that the System Administrator can begin
to formulate and implement an evolving security mechanism and procedure.
Areas of discussion include:
.. The various security strategies (or methods of implementation) that the
system can accommodate.
. Determining the types of functions (system capabilities) that are appropriate
for, or required by, users.
.. Discuss the differences between security services for the operating system,
eProcess Security, IDMIS Security IDMCS Security.
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. 6.4.2 Review Backup Methodology
The FileNET Technical Consultant will review possible backup strategies This
implementation does not provide for the FileNET Technical Consultant to analyze
City of San Bernardino's backup objectives nor to develop the plan to meet
those objectives.
Routine Maintenance
6.4.3
Routine maintenance involves reviewing the daily duties of City of San
Bernardino's System Administrator with respect to maintenance of the system.
These are tasks that should be performed every day, and can be specific to City
of San Bernardino's usage of the system and its configuration. FileNET
recommends the System Administrator develop a schedule of "housekeeping.
procedures and tasks to be performed. Some examples include:
. Checking system services
. Monitoring system usage
. Checking application event log
. Checking IDMCS system administration log
. Starting and stopping FileNET services
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6.4.4
Problem Reporting
The FileNET Technical Consultant will review troubleshooting and problem
reporting procedures with the System Administrator.
6.5 TASK 5: Product Configuration Document
Armed with information gathered during the Implementation, a Product
Configuration Document is created. This document describes:
. System components
. Installation parameters
. Configuration settings
The FileNET Technical Consultant will provide City of San Bernardino with the
Product Configuration Document as a final deliverable representing a starting
point for on-going maintenance and modification of the system.
6.6
TASK 6: Project Completion
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Upon completion of the Implementation, the FileNET Technical Consultant will
deliver to City of San Bemardino a completed Implementation/Installation
Checklist. Acknowledgment of receipt of this document, and signoff on the
Implementation Acknowledgement Form, will constitute completion of this
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project. Please refer to eProcess Infrastructure Implementationllnstallation
Checklist and eProcess Infrastructure Implementation Acknowledgement Form,
respectively.
If issues arise, the City of San Bernardino Project Team will attempt to resolve
these problems independently or with the assistance of the FileNET Response
Center (FRC).
FileNET will track all issues and document their resolution in an Issues Log. Any
issue whose resolution requires a change will be documented in a Change Order
form, a copy of which is included in this document. FileNET will forward any
issue that remains unresolved after five business days to the City of San
Bernardino Project Lead and the FileNET Project Lead.
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During the course of the implementation effort, other tasks are sometimes
identified that can be accommodated by FileNET Professional Services. These
tasks are available upon request and would be priced and furnished under
a separate Services Statement of Work:
. Application Analysis: Assistance with business process identification and
analysis that forms the basis for automated workflow design and installation.
The FileNET consultant can guide discussion, share lessons learned from
similar organizations, and offer recommendations for a successful workflow
implementation. Deliverables include a Design Document and, if desired,
actual workflows utilizing FileNET products.
. Application Deployment Services involves all the execution steps required
to arrive at a fully functional FileNET solution. The value of these services
includes proven expertise and success in delivering: configuration and
development, infrastructure installation, onsite integration, application training
for both developers and end-users, client acceptance testing, and application
roll-out.
. Bulk Load: If a significant number of electronic documents need to be loaded
into the FileNET Imaging system, Professional Services can build special
bulk load processes to automate this effort and facilitate a successful starting
position for the system. Bulk load software can be licensed to the customer
for on-going use.
. Scanning Support: If a significant number of paper documents need to be
scanned and loaded into the FileNET Imaging system, Professional Services
can aid in the design and execution of this process. Whether it's configuring
a scanner for ad hoc work or managing a service bureau to scan thousands
of documents, FileNET consultants are available to aid in this effort.
. Competitive Replacement: If a significant number of documents exist in
another imaging system, FileNET Professional Services offers Conversion
Services. Our technical experts have developed a formalized image
conversion process that includes quality assurance and detailed project
management. The result is a rapid, cost-effective, and auditable transition to
your new Panagon platform.
. Performance Optimization: FileNET consultants can analyze your system
and provide a series of recommendations on how to best tune your solution
to increase its overall performance.
. Capacity Planning: Our experts can assist with capacity planning to ensure
your system is ready to meet the future demands of your enterprise.
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Change Order 10:
Customer Name:
Project Name: Package name or
Account4 Project name
Originator:
Emall address:
Areas Affected: D Price 0 Schedule
Copies to:
Phone:
Date Opened:
o Scope Dauality
D Other
FileNET and City of San Bernardino representatives have agreed to the following Change
Order.
Description of Change Order:
Brief description of reasons for change order
Description of changes:
Description of changes to be made
File NET's Responsibilities:
Description or list of FileNET's responsibilities
City of San Bernardino's Responsibilities:
Description or list of City of San Bernardino's responsibilities
Assumptions:
. x
. x
Cost /Impact of Change Order
Hourly increase:
Cost increase:
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Approvals:
The following parties have approved this Change Order. By signing this approval, City of San
Bernardino indicates that it approves of these changes.
FileNET Corporation
City of San Bernardino
By:
Title:
Title:
Signature:
Signature:
Date:
Date:
By:
Changes in an approved or established baseline (project scope, schedule, cost, quality, risk,
contract administration, and communication) are considered to be one of two change
classification types:
Class I Changes are typically critical and require formal City of San Bernardino approval before
they can be implemented.
Class II Changes are those that may be implemented without prior approval by City of San
Bernardino and at no additional cost to City of San Bernardino.
The sequence of actions needed to identify and process changes in the project scope and
schedule are:
. The occurrence of an event (during implementation) that identifies a need for a change
to the baseline project schedule should be immediately documented as a Change
Request and communicated to the FileNET Project Manager.
. As project lead, the Project Manager, is encouraged to recommend changes and
alternatives as a proposed solution. These proposals may take the form of quick fixes or
work-around that could be implemented immediately if concurrence is obtained from the
City of San Bernardino's Project Lead. This is considered a Class II change.
. The FileNET Project Manager/System Consultant, in conjunction with City of San
Bernardino's Project Lead will:
Investigate the problem and its effect
Determine the involved software and hardware
Evaluate the proposed solutions
Decide upon a course of action to resolve the problem
Implement change
Notify Project Team of the change
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.. If there is sufficient need and justification for proposing a scope or schedule change, the
City of San Bernardino's Project Lead will ensure the preparation of the necessary
Change Order. This is classified as a Class I change. The Change Order must include
the following:
A statement of requirements for the proposed changes/solutions.
A summary of the facts that led to this decision.
Approval signatures from City of San Bernardino's Project Lead or authorized
signature, Sr. Account Executive, District Systems Manager.
All changes must be documented in memo format and signed by the requester. A FileNET
Project Manager will analyze these requests and generate an initial assessment as to the
impact on cost and/or schedule within five business days. Project Managers can take three
actions: authorize the proposed change, deny the proposed change, or request more
information.
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Panagon Content Services
Comprehensive Implementation
A "Services Description"
for
City of San Bernardino
Provided by
FileNET Corporation
January 8, 2002
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Proprietary Notice
This document contains confidential information of
FileNET Corporation, which is provided for the sole
purpose of providing a Services Description. In
consideration of receipt of this document, the recipient
agrees to maintain such information in confidence and
not to reproduce or otherwise disclose this information
to any third party, without written permission from
FileNET Corporation.
Cl2002, FileNET Corporation. AI RIghts ReseMld.
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Table of Contents
I. PROJECT SCOPE........................................................N......N............N................................................N.......... 3
1.1 INTRODUcnON ........................N................................................................................................................. 3
1.1.1 Assumptions .............................................................................. ................................................ ............ 4
1.1.2 Service Limitations.................................. .................... ..... ............................................................ ......... 4
2. IMPLEMENTATION PLAN....................................................N.........N........................................................N 5
2.1 OVERVIEW..............................................................................................................................N.................. 5
3. RESOURCES .....N.N.....................................................N..........N.............................................N.....................N. 6
4. ROLE DEFINITIONS ...N...N...N.NN...NNNNN..NNNNN....NNNN.NNN....N.......N...NNNNNNN............NNN..........NN.N... 7
S. RESPONSmlLlTIES N.NNNN....NNNNNN...N...NN.........N..NN...................NN...NNNNN.........N.....N.....N.NN............. 8
5.1 FNC's REsPONSIBILITIES ...........................................................................................................................8
5.2 FILENET's REsPONSIBILITIES ....................................... ................. .............................. .................... .......... 9
6. PROJECT TASKS AND DELlVERABLES ........................................NNN....N..NNNN.................................. 10
6.1 TASK I: KICKOFF MEETING................................................................................. .................................. 10
6.1.1 Define Project Organization and Project Team ................................................................................. 10
6.1.2 Review Project Services Description and Implementation Tasks ....................................................... 10
6.1.3 Define/Review Project Plan................................................................................................................ 10
6.1.4 Architecture Review ............................................................................................................................ II
6.2 TASK 2: DocUMENT ANAL YSISIREQUIREMENTS GATHERING ............................................................... 11
6.2.1 Document Business Processes ............................................................................................................ II
6.2.2 Document Classes............................................................................................................................... 11
6.2.3 Security Strategies/Security Access... .............. ...................... .................................. ............... ............. 12
6.2.4 Custom Properties .............................................................................................................................. 12
6.2.5 IDMCS System Planning..................................................................................................................... 13
6.3 TASK 3: DRAFT DocUMENTATION ........................................................................................................ 13
6.3.1 System Design Document Creation..................................................................................................... 13
6.4 TASK 4: SOFTWARE INSTALLATION ....................................................................................................... 14
6.4.1 Content Services Installation .............................................................................................................. 14
6. 4.2 Web Services Installation............... ..................................... ......... ................. ..................... ................. 14
6.4.3 Web Based Administration Tool Installation ...................................................................................... 14
6.4.4 Rendition Services Installation ........................................................................................................... 14
6.4.5 Client Software Installation ................................................................................................................ 15
6.5 TASK 5: FNC's PROTOTYPE SYSTEM .................................................................................................... 15
6.5.1 Initial Security Setup........................................................................................................................... 15
6.5.2 Initial Custom Properties and Document Classes Setup..................................................................... 15
6.5.3 Load Sample Documents..................................................................................................................... 15
6.5.4 Test IDMCS System............................................................................................................................. 16
6.5.5 Demonstrate System to FNC Project Team......................................................................................... 16
6.5.6 Refine System ..................................................... ...... .................. ...................... ..... ........................ ...... 16
6.6 TASK 6: CLIENT TESTING ..........................................................................,.......................................,... 16
6.7 TASK 7: SYSTEM ADMINISTRATION HANDOFF ...................................................................................... 16
6.7.1 On the Job Training............................................................................................................................ 16
6.7.2 Routine Maintenance .......................................................................................................................... 17
6.7.3 Review Backup Methodology.............................................................................................................. 17
6.7.4 Problem Reporting.............................................................................................................................. 17
6.8 TASK 8: SYSTEM DESIGN DocUMENT (FINAL) ...................................................................................... 18
6.9 TASK 9: PROJECT COMPLETION ............................................................................................................. 18
7. OPTIONS.................N.N.............NN............N...N..N.NNNNNNN.NN.N...NNNNN.NNN.NNNNNNN.NN.NNNN.......N.......N. 19
8. APPENDIX A - CHANGE ORDER ....N......N...N...N.......................................................................N............. 21
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1.1. Introduction
FileNET Corporation is pleased to submit this Implementation Package to City of
San Bernardino (City of San Bernardino). City of San Bernardino has requested
the following services from FileNET:
. FileNET Panagon Content Services Comprehensive Implementation
Package.
These services provide the expert resources to implement the Panagon Content
Services (IDMCS) System as part of the Implementation Package.
The scope of this Implementation Package is limited to support of the FileNET
Panagon Content Services Comprehensive Implementation Services. It includes
the implementation/installation of a Panagon Content Services server' (IDMCS
and IDM Web Services), as well as a dedicated Rendition Server. This
implementation includes the installation of Rendition Services and the default
document "rendering" template.
Should there be a requirement for Content Services Capture Implementation
Services that package will also need to be purchased in conjunction with the
Content Services Capture software product.
A formal Change Order will be issued to manage any deviations from the scope
of work described in this document. Please refer to Section 8, "Change Order" of
this Services Description.
FileNET education included in this implementation is as follows:
. First View CBT (1 copy)
. panagon IDM DesktoplWeb MBT (1 copy)
. Panagon Content Services System Administrator class (1 person)
. Panagon IDM Desktop Administration and Support class (1 person)
Rendition Services is only covered in the Advanced Content Services System
Administration class. In the Advanced Content Services System Administration
course customers learn how to customize Rendition Services and create custom
document "rendering" templates.
, These services include 1 (one) Content Services server. Installation and configuration of any additional
local or remote servers other than those included as part of this Implementation and are considered
additional options. Pricing for those respective field integration/installation services will be as published in
the current FileN ET price book.
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The FileNET Project Lead will order the above CBTs/MBTs for City of San
Bernardino using the Purchase Order number that contains this implementation
service package. In order to register for these classes City of San Bernardino
must be able to provide the Purchase Order number that contains this
implementation service package.
Please refer to the FileNET Global Learning Services Web site for detailed
information regarding class schedules, course descriptions, ordering options,
registration instructions and relevant FileNET Web site locations.
1.1.1
Assumptions
The following prerequisites must be met by City of San Bernardino prior to
initiation of the IDMCS Implementation Project:
. Network check (verify server connectivity to network, addressing, correct
protocol).
. Panagon Content Services media has arrived at City of San Bernardino's
facility.
. City of San Bernardino should have attended the Panagon Content
Services System Administrator class prior to the initiation of this
Implementation.
Additional resources and time for the development of "custom applications' are
not included in this implementation.
Travel and Living Expenses:
Travel and living expenses are not included in this implementation package.
All travel and living expenses (hotel, airfare, meals, etc.) incurred by FileNET
traveling to City of San Bernardino's site will be billed separately to City of
San Bernardino as incurred.
1.1.2
Service Limitations
IDMCS Implementation Services do not include repairs, corrections or
troubleshooting of performance degradation, data corruption, errors and faults
that are discovered during the process due to hardware failures, non-qualified
hardware or operating system. Repairs, corrections or troubleshooting of such
errors and faults will be City of San Bernardino's responsibility; any FileNET
involvement will be charged on a Time and Materials (T&M) basis.
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2.1 Overview
FileNET is pleased to present this Services Description for the FileNET Panagon
Content Services (IDMCS) Implementation Package to City of San Bernardino.
The objective is to provide hands-on assistance to address any questions, recap
key issues covered in formal training classes, and to assist in applying the
knowledge gained in class to City of San Bernardino's business needs and
operational requirements. The FileNET consultants will help guide City of San
Bernardino on proven strategies and procedures that have been employed by
other successful FileNET installations.
This Implementation Package includes a set of tasks that City of San Bernardino
must complete to facilitate a successful product installation and rollout. The
actual duration of each task varies from customer to customer, based upon their
knowledge of the products and the complexity of the IDMCS System.
The resources outlined in this plan will include both the FileNET and City of San
Bernardino personnel that are required to successfully install and configure the
IDMCS solution.
FileNET resources will be provided Monday through Friday from 8:00 a.m. to
5:00 p.m., excluding holidays and vacation time. Specific details regarding
schedules will be determined prior to the project start-date.
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The "Project Team" will consist of the FileNET Account Team, the City of San
Bemardino resources listed below.
e
FileNET Account Team Resources
The FileNET Project Lead coordinates the appropriate FileNET resources as
required. Depending upon the scope of the project, the FileNET Project Lead
function may be performed by an Implementation Project Manager (IPM), a PS
Project Manager (PSPM), or a PS Systems Consultant (FileNET Consultant).
Depending on the project the FileNET Team may include any of the following
members:
Implementation Project Manager (IPM)
Professional Services Project Manager (PSPM)
Professional Services Systems Consultant (FileNET Consultant)
Technical Consultant (TC)
Account Executive (AE)
Systems Consultant (SC)
District Systems Manager
CSS Manager
District Manager
ValueNET Partner resources
e
City of San Bernardino Resources
City of San Bemardino will need to identify intemal personnel to fill the roles of
the City of San Bemardino Project Team. City of San Bemardino is responsible
for selecting a Project Lead to share lead responsibilities with the FileNET
Project Lead.
Depending on the project the City of San Bernardino Project Team may include
any of the following members:
Project Lead
FileNET System Administrator
Web MasterlWeb Designer
System Operations Coordinator
PC Coordinator
LAN Administrator
Database Administrator
Document/Records Manager
Document Entry Supervisor
End-User Manager
End-User Specialist
Application Developer
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Workflow Consultant
City of San Bernardino will need to identify internal personnel to fill the roles as
listed in Section 3, "Resources". The following outlines the general roles for each
of these individuals. Please note that additional resources may be required at
various phases of the installation. Likewise, not all of the individuals will
necessarily be involved in this implementation.
Proiect Lead- This individual will represent City of San Bernardino resources and
provide project coordination in conjunction with the FileNET Project Lead.
Technical Proiect Implementation Resource (1 to 2 people)- This individual(s) will
work closely with the FileNET consultant(s) during installation and configuration
of the FileNET server and clients. He/she will provide technical insight into the
current City of San Bernardino information systems, as required, for the
installation phase. FileNET strongly recommends that this individual(s) become
familiar with the FileNET products by enrolling in FileNET classes, preferably
prior to project initiation.
FileNET Svstem Administrator. Web MasterlWeb Desianer. or Ooerations
Coordinator (1 to 3 people)- This individual(s) will learn the administration
functions necessary to oversee the FileNET system, and will serve as the on-
going administrator for the system. Enrolling in the panagon Content Services
System Administrator class is required and should be completed in time for
acceptance of the installation by City of San Bernardino. This individual(s) will
work closely with the FileNET Technical consultant (TC) during installation and
configuration of the FileNET server and clients.
Panaaon Desktop Supervisor (1 person)- This individual will work with the
FileNET consultant(s) during the onset of PC installation, and will continue the
PC installation to all PC's requiring the software. Enrolling in the 10M Desktop
Administration and Support class should be completed in time for acceptance of
the installation by City of San Bernardino.
Workflow Consultant- This individual will possess the necessary training in the
use of FileNET workflow products as well as the necessary systems
development background to develop the intended workflow application.
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5.1 City of San Bernardino's Responsibilities
In order to facilitate a successful implementation, City of San Bernardino has the
responsibility to provide the following:
. Hardware, software, and network configurations that meet FileNET
requirements for system size and performance for the purchased
software.
. A Project Coordinator with sufficient authority to represent City of San
Bernardino's interests and serve as the focal point for all decisions and
communications to and from FileNET, as well as coordinate activities
assigned to City of San Bernardino personnel. This person will be
responsible for signing project-related documents.
. Local system administrator(s) trained on the administration of FileNET
products to be installed at City of San Bernardino. Education information
is available through City of San Bernardino's FileNET Account Team and
on the FileNET Global Learning Services Web site.
. Local help desk personnel trained on the FileNET client products to be
installed at City of San Bernardino. Education information is available
through City of San Bernardino's FileNET Account Team and on the
FileNET Global Learning Services Web site.
. System support package in place through FileNET or a FileNET Partner
to ensure on-going maintenance post-implementation.
City of San Bernardino will make available all City of San Bernardino personnel
required for this project in a timely manner. Any significant delays caused by City
of San Bernardino personnel not being available may result in schedule delays
which in turn can impact the project sufficiently to require an issuance of a
Change Order to address additional or extended FileNET personnel
requirements and additional costs. Please refer to Section 8, "Change Order" of
this Services Description.
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5.2
FileNET's Responsibilities
. Document analysis/requirement gathering of business rules, business
processes, and security access
. System Design Document
. InstalllDMCS Software
. Configure IDMCS Software
. InstalllDM Web Services
. Install Web based Administration Tool
. Install Rendition Services and load the default Document "Rendering.
Template
. InstalllDM Desktop and 10M Toolkit (1 workstation), if purchased
. Create an initial set of user/group profiles (up to 5)
. Create up to 5 custom properties
. Create up to 5 document classes
. Test IDMCS System
. Demonstrate the IDMCS System to City of San Bernardino Project Team
. On the Job Training
. System Administration handoff (review Routine Maintenance, Backup
Methodology, Problem Reporting and Product Support Procedures)
. Deliver documentation describing the FileNET server configuration
. Provide City of San
Implementation/Installation Checklist
IDMCS
Bernardino
a
completed
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The Project Team will perform the following tasks. Deliverables for each task are
detailed within the task descriptions. The IDMCS Comprehensive Implementation
Services comprises the following tasks.
6.1 TASK 1: Kickoff Meeting
The purpose of this meeting is to prepare both the City of San Bernardino team
and the FileNET team for the IDMCS Comprehensive Implementation Project.
Topics of discussion will include City of San Bernardino's requirements,
expectations, prerequisites, and schedules.
6.1.1
Define Project Organization and Project Team
The FileNET Project Lead will work with City of San Bernardino to identify the
project management structure and the individuals involved in the Implementation
Project. Team members represented by City of San Bernardino may include
roles listed in Section 3, 'Resources'.
6.1.3
Review Project Services Description and
Implementation Tasks
The FileNET Project Lead will review the Implementation Services Description,
the implementation tasks, roles and responsibilities with City of San Bernardino's
Project Team.
Define/Review Project Plan
e
6.1.2
e
The implementation project plan includes consultant assistance necessary to
complete the implementation tasks. This implementation project plan is one of
the deliverables provided to City of San Bernardino as part of the implementation
process.
Once selected, the implementation team works on the development of a custom
project plan that best fits City of San Bernardino's implementation needs (see the
sample IDMCS Comprehensive Implementation Project Plan for a starting point).
The plan is designed to complete a production implementation in the shortest
possible timeframe. Each task is assigned a resource(s} and a .time window
based on the effort required to complete the task. Those project tasks requiring
a higher level of specialized document management experience are usually
assigned to the FileNET resource possessing the appropriate set of skills. City of
San Bernardino members are assigned tasks that they can complete without the
assistance of a FileNET consultant (for example, PC installation, Training room
setup, etc.). FileNET strongly encourages the practice of joint task assignments
as an excellent means of training and knowledge transfer for the team members.
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The starting date to begin the IDMCS Comprehensive Implementation Services
for City of San Bernardino will be scheduled and confirmed with the FileNET
Project Lead and the assigned City of San Bernardino Project Leader.
6.1.4
Architecture Review
Review FileNET software purchased, City of San Bernardino's server
configuration (hardware, operating system and site specific software), FileNET
specific network configuration, and City of San Bernardino's System Diagram.
6.2
TASK 2: Document Analysis/Requirements
Gathering
FileNET systems can be configured in a variety of ways in order to meet the
requirements of a given business. An adequate configuration that meets City of
San Bernardino's document management needs begins with valid business
assumptions. The FileNET consultants discuss various business requirements
with City of San Bernardino and develop a set of assumptions that the team
employs as input for the implementation. Prior to acceptance by the Project
Team, City of San Bernardino reviews these assumptions for accuracy. Should
these business assumptions change, the configuration may require changes, as
well, to reflect the new assumptions.
The implementation package is specially designed to ask the necessary
questions and guide City of San Bernardino through the design and
implementation process of an IDMCS System. The FileNET Systems Consultant
will perform a document analysis in regards to the customization of the FileNET
document storage and index system to match the defined needs of the business
utilization. Tasks include defining document classes, custom properties, and
document security. The FileNET Systems Consultant will create a System
Design Document with the information gathered during this analysis2. This
document will be used to communicate with City of San Bernardino personnel
for additional information and clarification.
6.2.1
Document Business Processes
In order to begin an IDMCS Implementation Project, the FileNET Systems
Consultant needs to gather information on City of San Bernardino's document
usage, type, security, etc. The FileNET Systems Consultant will work with City of
San Bernardino Project Team to determine the business requirements,
business rules, and desired outcome for City of San Bernardino's IDMCS
System. This will define how documents are stored and retrieved.
6.2.2
Document Classes
2 The FileNET Systems Consultant time required for doing the analysis and creating the design document
should not exceed four (4) days.
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At the outset of the project, the Project Team determines the types of documents
to be managed within the FileNET IDMCS System. The FileNET Systems
Consultant assists City of San Bernardino in collecting and recording the
following information:
. Types of documents specific to City of San Bernardino's business
. Groups that .own" or control each document class
. Document templates required for new documents in the class
. Document class volumes, both existing and projected, for the next year
. Indexing criteria, especially unique properties
. Access control lists for each document class- who can view, change, or
delete a document?
. Revision and retention schedules for each document class
6.2.3
Security Strategies/Security Access
e
The FileNET Systems Consultant discusses the security tools and strategies
available to City of San Bernardino so that the IDMCS System Administrator
can begin to formulate and implement an evolving security mechanism and
procedure.
Areas of discussion include:
. The various security strategies (or methods of implementation) that the
system can accommodate and which of these are best suited to City of
San Bernardino's requirements.
. How to organize users into different security/access groups.
. Determining the types of functions (system capabilities) that are
appropriate for, or required by, users.
. Determining the security types required by the business needs.
. Determining which types of functions should be restricted to different
classes of users/groups.
. Strategies on how to protect novice users from potential problems as well
as methods of giving them more freedom and flexibility once they have
gained experience.
6.2.3.1
User, Groups, Roles
Information gathered during this requirements gathering session regarding users,
groups and roles is recorded using FileNET-provided worksheets. These
worksheets may be requested prior to the kickoff meeting for customers desiring
a .head start. on the implementation activities.
6.2.4
Custom Properties
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Each document class requires a set of properties to be defined that will uniquely
categorize each document and simplify storage and search for the document in
the future. Since multiple groups can share properties, this discussion is best
facilitated by the FileNET Systems Consultant. Constraining user choices to a
subset of property values is generally desirable, so City of San Bernardino
groups must be prepared to create custom value lists as a result of this analysis.
FileNET-provided worksheets guide the information gathering process.
6.2.5
IDMCS System Planning
e
The FileNET consultants will work with City of San Bernardino to analyze
current requirements and any future expansion of the business needs to
determine the most effective allocation of data partitions and service locations for
the system.
After developing information about volumes, data types, document usage,
process flows, retention schedule requirements, and retrieval criteria, the
FileNET consultants will lay out the system configuration and data partition sizes
for the 10M database. Results will be entered into the system parameter files
during the software installation process. Should these system planning
assumptions change, the configuration may need to be resized.
The results of this analysis determine the following library attributes, which in turn
affect the sizing and planning of the system:
. Number of Libraries
. Number of Servers
. Location of Property Manager
. Location and number of Storage Manager(s)
. Location of Libraries on the LAN to minimize LAN contention
. Property Manager size
. Content Manager parameters
. Document Class names
. Version/Retention criteria
. Document security (ACLs)
6.3 TASK 3: Draft Documentation
An early project deliverable is a record of the discussions to date. Though
incomplete, the information contained here is used to set up the prototype
system and begin the user feedback process.
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6.3.1
System Design Document Creation
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6.4
6.4.1
6.4.2
6.4.3
6.4.4
Armed with information gathered in the prior tasks, the FileNET Systems
Consultant and Technical Consultant will build a draft System Design Document.
This document describes the system components, installation parameters,
configuration settings, users, groups, document classes, properties, security
profiles, and all other pertinent data for a complete production system. This
document is the guidebook for subsequent software installation and testing by
FileNET and City of San Bernardino.
TASK 4: Software Installation
Content Services Installation
The FileNET Technical Consultant, with the assistance of City of San
Bernardino's Information Technology staff, schedules the server software
installation. Release notes included on the software media; provide the latest
information with respect to operating system software releases etc. required for a
successful software installationlimplementation.
A member of City of San Bernardino's Project Team should have received
FileNET Administration training prior to this step. This assures appropriate
system configuration choices and eases support transition to City of San
Bernardino.
This installation consists of installing the IDMCS software, which is part of the
total Contents Services system offering.
Using the draft system design document, the FileNET Technical Consultant
configures the system according to the findings during the System Planning task.
Once the system is able to accept data for storage the FileNET Technical
Consultant performs testing to determine if the IDMCS System is operational.
The Project Team members can use this phase as a learning process to ensure
they understand the complete installation and testing process of the IDMCS
System.
Web Services Installation
The FileNET Technical Consultant installs the IDM Web Services software and
configures the system. Initial testing is performed to ensure that all systems are
operational.
Web Based Administration Tool Installation
The FileNET Technical Consultant will install the Web based Administration Tool.
Rendition Services Installation
IDMCS Comprehensive Implementation Package
A Services Description for City of San Bernardino
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6.5.1
6.5.2
6.5.3
PDF files are passed through to the client. The FileNET Consultant installs the
Rendition Services software and loads the default document .rendering"
template3.
Initial testing is performed to ensure that all systems are operational.
Client Software Installation
The FileNET Technical Consultant installs the IDM Desktop software on City of
San Bernardino's one client workstation (PC) in the appropriate area. The
FileNET Technical Consultant installs these components directly on the client
workstation. This installation and test of the client software validates the target
workstation and confirms that City of San Bernardino can communicate with the
appropriate IDMCS System via the LAN. City of San Bernardino members of
the Project Team can use this phase as a learning process to ensure they
understand the complete installation and testing process. Upon successful
implementation of the initial workstation, City of San Bernardino's PC
Coordinator assumes responsibility for installing the remaining clients and testing
the LANNVAN connectivity of the client software.
TASK 5: City of San Bernardino's Prototype
System
Initial Security Setup
The FileNET Technical Consultant defines an initial set of user/group profiles (up
to 5) based on the Document Analysis session. This will allow these users to
operate the system using their own IDs and passwords. If City of San
Bernardino's site is sufficiently large, bulk loading of users and groups will be
discussed with the IT group. See Options Section.
Initial Custom Propeities and Document Classes
Setup
This phase includes hands-on instruction on defining parameters of the library;
the Technical Consultant will create up to 5 (five) document classes and 5 (five)
custom properties for actual production documents. Once the initial documents
have been placed under IDM system control, document check-in, checkout,
retrieval and printing become functional. The Project Team members can use
this phase as a learning process to ensure they understand the database setup,
modification, and testing process of the IDMCS System.
Load Sample Documents
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services are available from FileNET on a Time & Materials basis.
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Once the system has been configured, City of San Bernardino will supply a
sampling of documents that represent each of the document classes identified in
the system design document. These are loaded into the system, with all security
privileges and custom properties denoted.
6.5.4
Test IDMCS System
Once sample documents are loaded into the system, the FileNET Technical
Consultant and the FileNET System Administrator will perform a set of routine
business processes with the samples. Examples include:
. New document creation
. Document revision with new version
. Document review and approval
. Document access changes
. Document search, copy, view and print functions
6.5.5
Demonstrate System to City of San Bernardino
Project Team
After the initial samples and business processes have been tested, the system is
demonstrated to the City of San Bernardino Project Team. The intention is to
share ideas on how to best configure the system, gather immediate feedback on
issues that may have been overlooked, and solicit suggestions for system
improvements. In addition, other uses for the system are often identified in such
meetings, giving impetus for follow-on projects.
6.5.6
Refine System
The FileNET Technical Consultant will lead the Project Team in a system
refinement post mortem. If modifications to the system are identified, the
FileNET Technical Consultant will mentor the City of San Bernardino System
Administrator through making appropriate changes.
6.6 TASK 6: Client Testing
After the system is fully operational, the City of San Bernardino Project Team
will assume responsibility for Client Testing to make sure the IDMCS System is
operating as expected. FileNET has defined a minimum set of test standards.
.6.7 TASK 7: System Administration Handoff
6.7.1
On the Job Training
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The FileNET Technical Consultant will review the IDMCS product. The FileNET
Technical Consultant will reinforce topics covered in the IDMCS Learning
Services course(s) included in this Implementation package. The classes should
be attended prior to commencement of implementation. The intent of this
session is review the configuration tasks delivered during this implementation so
that the customer will be more infonned to be able to further expand their system.
Topics to be reviewed are as follows:
. Entering document class definitions data into the system as part of the
configuration.
. Entering document property definitions into the system as part of the
configuration.
. Entering security profile definitions data into the system as part of the
configuration.
6.7.2
Routine Maintenance
e
Routine maintenance involves reviewing the daily duties of City of San
Bernardino's System Administrator with respect to maintenance of the system.
These are tasks that should be performed every day, and can be specific to City
of San Bernardino's usage of the system and its configuration. FileNET
recommends that the System Administrator develop a schedule of
"housekeeping" procedures and tasks to be perfonned. Some examples include:
. Checking system services
. Monitoring system usage
. Initiating IDMCS system backup preparation
. Checking the event log
. Checking IDMCS system administration log
. Checking the amount of free space on all shelves
6.7.3
Review Backup Methodology
The FileNET Technical Consultant will review possible backup strategies This
implementation does not provide for the FileNET Technical Consultant to analyze
City of San Bernardino's backup objectives nor to develop the plan to meet
those objectives.
6.7.4
Problem Reporting
The FileNET Technical Consultant will review troubleshooting and problem
reporting procedures with the System Administrator.
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As City of San Bernardino tests the system, the FileNET Technical Consultant
will provide City of San Bernardino with the updated System Design Document
(including the System Configuration information) as a final deliverable. This
document incorporates all of the user comments and represents a starting point
for on-going maintenance and modification of the system.
6.9 TASK 9: Project Completion
Upon completion of the Implementation, the FileNET Technical Consultant will
deliver to City of San Bernardino a completed Implementation/Installation
Checklist. Acknowledgment of receipt of this document, and signoff on the
Implementation Acknowledgement Form, will constitute completion of this
project. Please refer to Panagon Content Services Implementation/Installation
Checklist and Panagon Content Services Implementation Acknowledgement
Form, respectively.
If issues arise, City of San Bernardino Project Team will attempt to resolve
these problems independently or with the assistance of the FileNET Response
Center (FRC).
e
FileNET will track all issues and document their resolution in an Issues Log. Any
issue whose resolution requires a change will be documented in a Change Order
form, a copy of which is included in this document. FileNET will forward any
issue that remains unresolved after five business days to City of San
Bernardino Project Lead and the FileNET Project Lead.
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During the course of the implementation effort, other tasks are sometimes
identified that can be accommodated by FileNET Professional Services. These
tasks are available upon request and would be priced and furnished under
a separate Services Statement of Work:
. Application Analysis: Assistance with business process identification and
analysis that forms the basis for automated workflow design and installation.
The FileNET consultant can guide discussion, share lessons learned from
similar organizations, and offer recommendations for a successful workflow
implementation. Deliverables include a Design Document and, if desired,
actual workflows utilizing FileNET products.
. Application Deployment Services involves all the execution steps required
to arrive at a fully functional FileNET solution. The value of these services
includes proven expertise and success in delivering: configuration and
development, infrastructure installation, onsite integration, application training
for developers and end-users, client acceptance testing, and application
rollout.
. Bulk Load: If a significant number of electronic documents need to be loaded
into the FileNET Imaging system, Professional Services can build special
bulk load processes to automate this effort and facilitate a successful starting
position for the system. Bulk load software can be licensed to the customer
for on-going use.
. Scanning Support: If a significant number of paper documents need to be
scanned and loaded into the FileNET Imaging system, Professional Services
can aid in the design and execution of this process. Whether it's configuring
a scanner for ad hoc work or managing a service bureau to scan thousands
of documents, FileNET consultants are available to aid in this effort.
. Competitive Replacement: If a significant number of documents exist in
another imaging system, FileNET Professional Services offers Conversion
Services. Our technical experts have developed a formalized image
conversion process that includes quality assurance and detailed project
management. The result is a rapid, cost-effective, and auditable transition to
your new Panagon platform.
. Performance Optimization: FileNET consultants can analyze your system
and provide a series of recommendations on how to best tune your solution
to increase its overall performance.
. Capacity Planning: Our experts can assist with capacity planning to ensure
your system is ready to meet the future demands of your enterprise.
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A Services Description for City of San Bernardino
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. Replication Services and/or Remote Storage Manager/Site options may
be included for an additional fee. These are not covered by this package due
to the additional amount of analysis, design time and setup time required.
. Customer Specific Rendition Templates may be included for an additional
fee. These are not covered by this package due to the additional amount of
analysis, design time, and setup time required.
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A Services Description for City of San Bernardino
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Change Order 10:
Customer Name:
Project Name: Package name or
Account4 Project name
Originator:
Email address:
Areas Affected: D Price 0 Schedule
Copies to:
Phone:
Date Opened:
o Scope Oauality
D Other
FileNET and City of San Bernardino representatives have agreed to the following Change
Order.
Description of Change Order:
Brief description of reasons for change order
Description of changes:
Description of changes to be made
FileNET's Responsibilities:
Description or list of FileNET's responsibilities
City of San Bernardino's Responsibilities:
Description or list of City of San Bernardino's responsibilities
Assumptions:
. x
. x
Cost Ilmpact of Change Order
Hourly increase:
Cost increase:
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IDMCS Comprehensive Implementation Package
A Services Description for City of San Bernardino
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Approvals:
The following parties have approved this Change Order. By signing this approval, City of San
Bernardino indicates that it approves of these changes.
FileNET Corporation
City of San Bernardino
By:
By:
Title:
Title:
Signature:
Signature:
Date:
Date:
Changes in an approved or established baseline (project scope, schedule, cost, quality, risk,
contract administration, and communication) are considered to be one of two change
classification types:
Class I Changes are typically critical and require formal City of San Bernardino approval before
they can be implemented.
Class II Changes are those that may be implemented without prior approval by City of San
Bernardino and at no additional cost to City of San Bernardino.
The sequence of actions needed to identify and process changes in the project scope and
schedule are:
. The occurrence of an event (during implementation) that identifies a need for a change
to the baseline project schedule should be immediately documented as a Change
Request and communicated to the FileNET Project Manager.
. As project lead, the Project Manager, is encouraged to recommend changes and
alternatives as a proposed solution. These proposals may take the form of quick fixes or
work-around that could be implemented immediately if concurrence is obtained from the
City of San Bernardino's Project Lead. This is considered a Class II change.
. The FileNET Project Manager/System Consultant. in conjunction with City of San
Bernardino's Project Lead will:
Investigate the problem and its effect
Determine the involved software and hardware
Evaluate the proposed solutions
Decide upon a course of action to resolve the problem
Implement change
Notify Project Team of the change
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IDMCS Comprehensive Implementation Package
A Services Description for City of San Bernardino
Page 22 of 23
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. If there is sufficient need and justification for proposing a scope or schedule change, the
City of San Bernardino's Project Lead will ensure the preparation of the necessary
Change Order. This is classified as a Class I change. The Change Order must include
the following:
A statement of requirements for the proposed changes/solutions.
A summary of the facts that led to this decision.
Approval signatures from City of San Bernardino's Project Lead or authorized
signature, Sr. Account Executive, District Systems Manager.
All changes must be documented in memo format and signed by the requester. A FileNET
Project Manager will analyze these requests and generate an initial assessment as to the
impact on cost and/or schedule within five business days. Project Managers can take three
actions: authorize the proposed change, deny the proposed change, or request more
information.
c) FileNET Corporation
Confidential
IDMCS Comprehensive Implementation Package
A Services Description for City of San Bernardino
Page 23 of 23
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Software Sales Ag.......nt
December 6. 1999
Pag.10f6
01/11102
City of San Bemardino
Police Department
710 North D Street
San Bemardino, CA 92401
DPS Software Systems
System Sales Agreement
This sales agreement by and between DPS Software Systems. a corporation, having its principle place of
business at 924 E Green Street, Pasadena, CA 91106, hereinafter referred to as "Seller", and the City of
San Bemardino having its principle place of business at 710 North D Street, San Bemardino, CA 92401
hereinafter referred to as "Buyer", declares that for mutual consideration contained in this agreement, the
parties agree as follows:
SECTION ONE
Based on the information fumished by Buyer, Seller recommends the computer system (computer
hardware and operating system software) found in SECTION TWO, the application software (programs)
found in SECTION THREE, and the services, training, and support found in SECTION FOUR.
SECTION TWO - COMPUTER SYSTEM SPECIFICATIONS
The computer system components included in this agreement are speCifically defined as follows:
Kodak Scanner 3500
HP Optical Jukebox -1200
Computer hardware - Servers, Workstations, Monitors to be provided by the Buyer. The following
minimum specifications apply:
Capture Workstations:
Pentium II, 300 128MB RAM, 200MB Free Disk Space
Windows 98, 2000, ME
Available PCI Slot (Full)
Server: (Optical Storage System)
Windows 2000 SP1 or NT 4.0 SP6
Pentium 450MHhz or Higher, 256 MB RAM
Hard Drive Formatted NTFS.
Available PCI Slot;
SECTION THREE -APPLICATION SOFTWARE SPECIFICATIONS
.
Software Sales Agreement
December 6. 1999
Page 2 of6
The application software included in this agreement is specifically defined as follows (see Addendum A
for breakdown of pricing for each software component):
. KOfax ascent Capture Subsystem and Content Services Release Scripts
. OTG Disk Extender Optical Library Management Software.
DPS is an authorized reseller for each of the above software products; each is subject to the
manufacturers standard licensing and warranty terms.
SECTION FOUR - SERVICES/SUPPORT SPECIFICATIONS
Seller will provide the following types of support services as a part of this Sales Agreement:
Installation services, which include the following:
.
Installation and configuration of all application software on the system
Configuring OTG Diskexlender Software and Kofax Ascent Capture modules
based on information provided by the Buyer.
On-site services including Installation, system configuration, testing and training.
(Training by Seller will be limited to primary system users and/or trainers within
Buyer's corporation).
Additional Services include Batch Class Definitions, Setup and configurations
according to Buyers specifications.
Providing basic system administration and operation training at a specified time
Buyer will designate one individual as a liaison with the assigned Project
Manager. Additional training over and above the number of hours included in the
purchase of the system is available.
.
.
.
.
.
.
Training and Education Services:
. Kofax Ascent Administrative Training is to be provided by Kofax Image Products at
their facilities in Irvine California. This training is intended to provide system
administrators a sufficient overview to manage and supportlheir capture subsystem.
Classes are provided per student as specified on the allached Exhibit "A".
Project Management:
. Seller will provide a project management service during the installation phase. This service includes the following:
e
Soflware Sales Agreement
December 6. 1999
Page 3 of 6
. A review of pre-installation requirements.
. Acting as oversight to ensure Buyer's requirements are addressed.
. Coordinating with any subcontractors for work accomplishment.
. Facilitating communications between Buyer's management and project team, as
necessary.
. Reporting of project activities as agreed upon.
SECTION FIVE - WARRANTIES
Application Software Warranty:
Buyer will inspect and approve all software components prior to installation on the Buyer's system. Manufacturer
lists warranties for each software component below:
DPS Software Systems:
DPS Software Systems guarantees and warrants its software for 90 days
from the date of installation and that:
(i)
e (ii)
(iii)
(iv)
Software furnished shall be free from known defects and will
conform to the product description furnished;
Buyer's proposed use of the Software will not violate the rights of
any third party;
Seller is the owner of all the rights in the software except the
"pre-packaged" software by Seller for Buyer from other vendors.
which Seller has the legal right to license as part of the software;
Seller will deliver in a virus free fashion with no known viruses.
Buyer recognizes and understands that the software will be free
of viruses following installation at the designated sites and that
Buyer will be responsible for implementing all subsequent
necessary and proper procedures for safeguarding against
viruses.
Exclusions to the software warranty:
a) Any modifications made to the programs by any individual other than a
DPS Software Systems' Inc. employee or contractor.
b) Any damage caused by failure to continually provide a suitable
environment, including, but not limited to, adequate electrical power,
proper temperature range, or damage to the hardware.
c) Any damage caused by failure on Buyer's part to heed
recommendations or suggestions relating to the use of the software,
either in technical literature or in response to a specific recommendation.
d) Seller does not warrant any "pre-packaged" software purchased by
Seller for Buyer from other vendors. Seller will pass on any warranty
provided by other vendors to you.
e) Any damage caused by any individual other than a DPS Software
Systems' Inc. employee
The warranty period can be extended via a Software Support plan,
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Softwa... Sales Agreement Pego 4 of 6
December 6. 1999
including updates and enhancements as released. Installation and
training on those updates are available at the current rates.
Hardware Warranty:
No warranties other than the original manufacturers stated warranties are offered or implied on any and all
hardware or software purchased by the Buyer through the Seller under this agreement. It is the primary
responsibility of the Buyer to resolve warranty issues with the original equipment manufacturer
Limitations of Warranties:
Buyer agrees that Seller's liability for damages shall not include any damages for lost profits, for consequential or
special damages or for any claim or demand against Buyer by any other party except a claim for patent or
copyright infringement. This limitation will apply even if Seller has been advised of the possibility of such damages.
Miscellaneous:
Seller reserves the right to suspend services, on-going work, to refuse to deliver, or to repossess the hardware
and/or software due to non-payment of delivered and accepted goods and services.
Buyer will provide Seller with data outside existing system data for conversion. Buyer will certify in advance of any
data conversion that a complete and restorable backup of all data has been performed.
Title:
Title to the products shall pass to Buyer upon delivery by Seller, subject to a purchase money security interest
retained by Seller in the products sold, and the proceeds thereof, until payment of the full purchase price to Seller.
Buyer agrees to execute financing statements or other documents, as Seller deems necessary to protect its
security interest. Buyer shall bear the risk of damage from fire, elements, or otherwise, from such time as the
system has been delivered.
SECTION SIX- REMEDIES
If, in the event that a situation arises that would constitute default by either party, other than non-payment by the
Buyer, then this agreement will be considered in default. In addition to non-payment, the Agreement also ties
default to the non-attainment of specific project milestones as outlined in this document or a detailed by a Scope
of Work, within reasonable time margins (10%) and allowing for reasonable amounts of time (15 days) to rectify
the default.
The challenge here is to determine who caused the delay. If either party to this agreement challenges this section
and does so in writing to the other party; then both the Buyer and the Seller further agree to an escalation process
once an impasse is reached.
Any controversy or claim arising out of, or relating to this contract or the breach thereof, after said escalation
process the conflict shall be settled by arbitration in accordance with the Uniform Rules for Better Business Bureau
Arbitration, and the judgment upon the award tendered by the Arbitrator(s) may be entered in any Court having
,jurisdiction thereof.
Initial:
Date:
.
Software Sales Ag.......nt
December 6. 1999
Pag.S of6
SECTION SEVEN - INSTALLATION
Upon receipt of an authorized agreement, Seller will begin steps leading to a complete installation in Buyer's
business. The installation period is defined as the period of time from the authorization of the Sales Agreement to
the completion of all training and installation of hardware and software on the Buyer's premises as specified
herein. This period may range from 3 to 8 weeks but may be extended due to revisions to this Sales Agreement
requested by Buyer. The time necessary to accomplish complete installation is also affected by the
manufacturer's equipment inventory at the time the order is placed and Seller's ability to schedule mutually
agreeable training dates and times.
It is understood that the cooperation and best efforts of Buyer are required in order to meet this schedule.
Buyer will supply Seller with floor plans or description of the area where all equipment is to be installed. Buyer is
also responsible for site preparation including, but not limited to, electrical outlets and cleared floor or counter
areas for placement of equipment.
Seller will provide required cable as specified. IT WILL BE BUYER'S RESPONSIBILITY HOWEVER, TO LAY
CABLE REQUIRING CONCEALMENT OR ATTACHMENT TO REAL PROPERTY.
Seller will provide assistance in planning for data conversion to the computer system. In most cases hardware and
software will be installed and tested simultaneously.
Billing for products and services will be as follows:
.
Software and Hardware -Invoiced NET 30 Days from the date of delivery.
Installation, Training and Consulting Services - NET 30 Days from Completion of Services.
SECTION EIGHT - AGREEMENT IN WHOLE
This writing (together with any individually signed separate service agreements, software license agreements
pertaining to this agreement) is intended by the parties as the final expression of their agreement with respect to
the subject matter contained herein and also as the complete and exclusive statement of the terms of such
agreement, notwithstanding any prior, contemporaneous or subsequent representations, oral or otherwise,
purchase orders or other document relating to said subject matter. There is no course of dealing or usage of the
trade that would supplement or conflict with its terms. This agreement may only be amended in writing authorized
by both parties.
Seller will defend at its own expense any suit or proceedings brought against Buyer based on a claim that any
hardware or software product provided by Seller constitutes an infringement of any patent or copyright of the
United States or Canada, provided that Seller is notified promptly in writing and given full and complete authority,
information and assistance from Buyer for the defense of same. If such hardware or software product is held to
constitute infringement and its use in enjoined Seller may, at its election and expense, obtain for Buyer the right to
continue using such hardware or software product, modify the same so that it is not infringing, or remove the same
and grant Buyer a credit therefore.
SECTION NINE - GENERAL
. The proposed software programs will be prepared for the exclusive use of Buyer or subsequent purchasers of
.
.
.
Software Sa'" Agreement
DecamberS.1999
Page 6 of6
Buyer and/or this computer system. Their use by other companies or individuals without prior, written consent of
Seller is strictly prohibited. Ownership and title to all software supplied by Seller to Buyer under this contract shall
remain with Seller or if Seller is not the manufacturer, in accordance with the terms of the manufacturer's software
license. Seller grants to Buyer a license to use the software and the programs contained therein.
Buyer agrees to execute any reasonable necessary licensing agreements for the software.
Any information conceming Buyer's intemal operations or Buyer's customers that is not a matter of public record
shall be regarded as confidential and proprietary, and will be safeguarded by Seller with the same degree of care
that is accorded to Seller's own proprietary information.
After acceptance of this agreement by Seller, a project manager will be assigned to this agreement and will
contact Buyer to begin making arrangements for training and installation.
Offered by:
Date:
David P. Scheidler, President
DPS Software Systems, Inc.
Accepted by:
Date:
.
.
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City of San .emordlno
IB
.Addendum -A-
...
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__nt
Kofu AKent c.pturt 200K ScIn Station
Kofu AKent C.pturtlK ScIn LicenH. 3 Pack
Kofu Mcenl WoItcatallon - J PItt
$
$
$
7,032.00 $
2.108.00 $
5,on.00 $
...
.... .....
Kodak SAnne,.
Kodak 35000 Sellnnlr
1700 S Adrln_Une
Kodak 110 Duplex Sclnn.r
Adlptec. 2NO Adapter and Cable Kits
Cable SCSI 3 . SCSI. 3
Hewlett Pacbnf . Jukebox..
HP 1200 0pticII1 Jukebox
4on- -IndudesAdlptecCGnlnlllll'andtlFlSCSlcallle
$ 15,110.00 S
$ 2.357.00 $
$ 2,478.00 $
$ 275.00 $
$ 86.25 S
01122J2OO2
-
14,064.00
2,108.00
5,077.00
11~.00
"'.
30,220.00
4,7'''.00
9,912.00
1,100.00
86.25
32,640.00
n- o. ... ..... ....
Imp""'.ntlltlon end Support
Installation and ConfllllW1ltlon 3 Stations. 1 Scan $ 6,000.00 $ 6,000.00
1rlI::luDa&tltlGn&elup, ~inlII.-.uon. CGnflgIntion InllTIIlIting of System. Pan.gonReIe_ SC:rIpt
OlIl1fIglntlon.Balc:MlminlItnIarn....tnIlnlng.
Fonn Setup per form $ 300.00 S 1,500.00
Ko'ax EdUClltlon Seme.. - Balte Admlnlltl'lltlon Per Student $ 1,495.00 S 2,990.00
a-llIldlnkYine,CA
orG Support I Level DllkExtender" $ 3,040.00 $ 3,040.00
TotIl HardwiN & SottwII,. (TlXIible)....................
Sale, Tax....................
Sh'pping Charg......................
$ 111,714.25
S 9.220.55
,..,"""""
System Inv..bnenL.......................................................................................................................................... S 1341,514.80
.......: - 0T0.........~.....11AwlIU--
- ........~_.........-a.
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HP'.1 GlB 0pIlcII..... WORM
$
98.00
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SI8lldIId....... NET 31M)
SIIIppng a.v-.. Pra"''''Add.
UI.....opIlon~on....-ov..ofcna
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,......2D'l'.......... ~wItI"NIurMd ~...~.AlNIumI_1UIIIKI
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CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
February 27,2002
TO:
Mike Eckley, Public Safety Systems Manager
FROM:
Michelle Taylor, Senior Secretary
RE:
Transmitting Documents for Signature - Resolution 2002-53
At the Mayor and Common Council meeting of February 19, 2002, the City of San Bernardino
adopted Resolution 2002-53 - Resolution authorizing the purchase of a replacement document
imaging system for the Police Department.
Attached is one (1) original agreement. Please obtain signatures in the appropriate locations and
return the original agreement to the City Clerk's Office as soon as possible, to my attention.
Please be advised that the resolution and agreement will be null and void if not executed
within 120 days, or by June 19, 2002.
If you have any questions, please do not hesitate to contact me at ext. 3206. Thank you.
Michelle Taylor
Senior Secretary
I hereby acknowledge receipt of the above mentioned documents.
Signed:/(rn 'X/~~ .
.5( . /j /'-7 /J /) J Please sIgn and return
Date: -0\' I -(/OC/
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): J - \ C'\ - 0 ;;L Item #
Vote: Ayes r C; I 'i Nays :e-.
Change to motion to amend original documents:
I ~ Resolution # 1..00 l- S-:3
Abstain.er Absent ~
Reso. # On Attachments: --"--- Contract term: -
Note on Resolution of Attachment stored separately: --=-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
Date Sent to Mayor: ;) - d (:,."{) ;).
Date of Mayor's Signature: ;} - a CJ-O ?
Date of ClerklCDC Signature: {}- d \ -0 ;).
NullNoidAfler: \'70 OA~i-Jh-I"1-0;;L
I .
By:
Reso. Log Updated: ./
Seal Impressed: ,/'
Date Memo/Letter Sent for Signature: ;), - d 1'\-0 ;;;.
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached: /' Date Returned:
See Attached:
See Attached:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3}85, 8234, 655, 92-389):
Copies Distributed to:
City Attorney ('
Parks & Rec.
Code Compliance Dev. Services
Police v' Public Services Water
Notes:
YesL
Yes
Yes
Yes
Yes
No
No -.L
No~
No V
Nor
By
By
By
By
By_
EDA
Finance
,/
MIS
Others:
BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.)
Ready to File: (ry( Date: !) -{ Ii):r
Revised 01112/01