ATTACHMENT 2
ELECTRONIC DOCUMENT MANAGEMENT SYSTEM
(2022-073.1)
City of Lake Forest
100 Civic Center Dr.
Lake Forest, CA 92630
DocuSign Envelope ID: 7AFF3394-E1E1-4ABD-8873-D3E5917F3A16 City of Lake Forest
First Amendment to Agreement for Professional Consultant Services Electronic Document Management System
I. PARTIES AND DATE. ................................ ................................ ..............
II. RECITALS. ................................ ................................ ..............................
III. TERMS................................. ................................ ................................ ..
IV. SIGNATURES. ................................ ................................ ........................
V. EXHIBIT "A" SCOPE OF SERVICES ................................ ...........................
VI. EXHIBIT "C" - COMPENSATION ................................ ..............................
DocuSign Envelope ID: 7AFF3394-E1E1-4ABD-8873-D3E5917F3A16
Title: Electronic Document Management System
3 1. PARTIES AND DATE.
This First Amendment to the Agreement for Professional Consultant Services ("First Amendment") is entered into this [***INSERT DAY***] day of [***INSERT MONTH***], [***INSERT YEAR***], by and between the City of Lake Forest, a municipal corporation, organized under the laws of the State of California, with its principal place of business at 100 Civic Center Drive, Lake Forest, California 92630 (“City”) and ECS Imaging, Inc., a California Corporation (Inc.) , with its principal place of business at 5905 Brockton Ave Suite C, Riverside, CA 92506 (“Consultant”). City and Consultant are sometimes individually referred to herein as “Party” and collectively as “Parties.”
DocuSign Envelope ID: 7AFF3394-E1E1-4ABD-8873-D3E5917F3A16
Title: Electronic Document Management System
4 2. RECITALS.
2.1. Agreement
The Parties entered into that certain Agreement for Professional Electronic Document Management System Consulting Services dated August 16, 2022 (“Agreement”).
2.2. First Amendment
The Parties now desire to amend the Agreement in order to expand the scope of services and increase total amount of compensation under the Agreement.
DocuSign Envelope ID: 7AFF3394-E1E1-4ABD-8873-D3E5917F3A16
Title: Electronic Document Management System
5 3. TERMS.
3.1. Compensation.
Section 3.3.1 of the Agreement is hereby amended in its entirety to read as follows:
Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit “C” attached hereto and incorporated herein by reference. The total compensation shall not exceed ONE HUNDRED THIRTY -SEVEN THOUSAND EIGHT HUNDRED TWENTY DOLLARS ($137,820.00) without written approval of the City Council or City Manager as applicable. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement.
3.2. Scope of Services.
The Scope of Services as set forth in Exhibit “A” of the Agreement is hereby amended to include the Services set forth in EXHIBIT "A" SCOPE OF SERVICES to this Amendment, attached hereto and incorporated herein.
3.3. Extra Work.
The Scope of Services as set forth in Exhibit “A” of the Agreement is hereby amended to include the Services set forth in EXHIBIT "A" SCOPE OF SERVICES to this Amendment, attached hereto and incorporated herein.
3.4. Remaining Provisions of Agreement.
Except as otherwise specifically set forth in this First Amendment, the remaining provisions of the Agreement shall remain in full force and effect.
DocuSign Envelope ID: 7AFF3394-E1E1-4ABD-8873-D3E5917F3A16
Title: Electronic Document Management System
6 4. SIGNATURES.
4.1. SIGNATURES.
CITY OF LAKE FOREST ECS Imaging, Inc.
By: [AUTHORIZED CITY SIGNATURE]
Mark Tettemer
Mayor
By: [VENDOR SIGNATURE 1]
Will Wolf
President
[If Corporation, TWO SIGNATURES,
President OR Vice President AND Secretary
OR Treasurer REQUIRED]
ATTEST:
By: [CITY CLERK SIGNATURE]
Lisa Berglund
City Clerk
By: [VENDOR SIGNATURE 2]
Debbi Bodewin
General Partner (Limited Partnership)
APPROVED AS TO FORM:
By: [CITY ATTORNEY SIGNATURE]
Best Best & Krieger LLP
City Attorney
[CONTRACT ADMINISTRATOR APPROVAL]
[PROJECT MANAGER APPROVAL]
[CITY CLERK - INSURANCE APPROVAL]
DocuSign Envelope ID: 7AFF3394-E1E1-4ABD-8873-D3E5917F3A16 _________________
Title: Electronic Document Management System
7 5. EXHIBIT "A" SCOPE OF SERVICES
5.1. EXHIBIT "A" SCOPE OF SERVICES
Consultant shall provide the following Professional Electronic Document Management System Consulting Services professional consulting services relative to the City's Electronic Document Management System project.
City of Lake Forest
Electronic Document Management System (EDMS) Software and Implementation The City of Lake Forest intends to obtain the services ECS Imaging Inc., to take full responsibility for the identification, implementation, training, and support of a new EDMS. The objective of this contract is to identify and implement an effective EDMS which is modernized and addresses the long-term goals of the City to remain technologically current and apply innovative technologies, enhancing our organizational efficiency to better serve the community. The system will be managed by the City Clerk and Assistant City Clerk.
Requirements of EDMS include:
Establish a relationship with a proven EDMS firm with long-term viability. Identify and implement an effective EDMS cloud-based solution for the City of Lake Forest. Create an enhanced user experience which is easily accessible for staff and the public. Bifurcate portal access into a public and internal facing user interface. Ensure confidentiality of personal information where necessary.
Maintain current levels of functionality while striving to improve usage by integrating with other actively used software applications throughout the City wherever feasible. Automate retention policies where appropriate for effective document management. Automate or improve business processes relating to document redaction, retention scheduling, and indexing.
Complete a non-disruptive implementation with minimal downtime for users. Extend the standardized use of an EDMS City-wide across different departments and divisions to be able to capture, index, store, categorize, and retrieve documents. Build and apply a collaborative training approach for effective training for all City users. Establish document security and disaster recovery capabilities. Coordinate with the City’s scanning service provider as necessary with regards to file formatting needs.
Document management should support automated compliance with California Government Code and Regulations 22620.1 through 22620.8 associated with Trustworthy Electronic Document or Record Preservation, and any other relevant statutory requirements.
Technical Specifications
DocuSign Envelope ID: 7AFF3394-E1E1-4ABD-8873-D3E5917F3A16
Title: Electronic Document Management System
8 ECS Imaging must deliver to the City an EDMS solution based on the following requirements.
1. Required Software Specifications
The EDMS system must have:
Ability to import standard data file formats, as well as largescale maps and plans, photographs, and video files. (PDF, DOCX, JPEG, PNG, BMP, etc.) Capability to view high-resolution oversized plan documents OCR functionality across all documents automatically
Boolean, metadata and full text searching
Customizable reporting capabilities, including the ability to export reports as both PDF and Microsoft documents (such as Excel or Word).
Clearly defined file categorization based on existing category areas. Ability to publish documents to the City’s website for public access Ability to “pull” data to auto populate indexing/metadata values from other systems Retention management per the City’s retention schedule Security for confidential records, Personally Identifiable Information. o Capability to differentiate public facing external versus internal documents on two mirrored portals.
2. User Control and Licensing
The recommended solution should have the ability to support a variety of users. The recommended licensing model should support usage for all user types from software administration, contributors/editors, search/retrieval (read only), etc. o Provide an explanation on the software licensing model for the proposed solution (concurrent user or named specific user licensing).
3. System Architecture
The recommended solution should be a cloud-based solution with industry standard security measures for data storage alongside portal access.
4. Implementation and System Configuration
ECS Imaging will be responsible for all software installation and configuration for the proposed solution with assistance from the City’s Information Technology personnel and contract staff.
The selected firm will be responsible for providing all the necessary technical resources required for their product and the vendor will be responsible for installing operating system, database components and network connectivity. This includes all recommended system environments (development, test, production). The firm will be required to completely configure the proposed software components. This includes security integration (with Active Directory/SSO) and system integration for conversion between systems. The selected firm will be responsible for fully testing the product as delivered and installed on the cloud, along with all testing for the solution DocuSign Envelope ID: 7AFF3394-E1E1-4ABD-8873-D3E5917F3A16
Title: Electronic Document Management System
9 and any associated updates to the server with clear guidance/directions for the City to be able to migrate into production with the assistance of the firms team.
The firm will demonstrate that the installed and configured software meet all functional specifications provided in this document. All user acceptance test plans will be developed jointly by the City and vendor to validate each component of the system being installed and configured along with validating all anticipated functionality is performing as expected.
These user acceptance test plans will be specific and detailed, clearly showing compliance with each requirement contained within this document and the firm’s response as well as shared with the selected firm after the firm’s design documentation is approved.
It is requested that the firm provide a high-level project implementation plan that identifies high level tasks and the required resources that will be performed by the firm. Also outline tasks and resources that will be requested of the City. The project plan should consider the implementation and configuration elements identified above.
5. Conversion/Migration of Existing Content
Conversion/migration of electronic files (e.g., documents, images, photos) from shared drives and existing EDMS into the new system is required. Currently, the City utilizes ApplicationXtender Document Manager, version 16.6.150.0. At the time of this publication, there is a backlog of unscanned and scanned records to be entered into the EDMS.
All existing records shall be migrated. The final appearance, and quality of all records migrated shall remain in original form. Quality, proportion, resolution, color, formatting, proper orientation and angle, and all other data factors should remain consistent with the original files from legacy system.
File Categorization should remain consistent from previous EDMS system, unless otherwise decided during the implementation phase, and should also be easily identifiable and searchable.
System and/or consultant should be able to identify necessary redaction of personal information of existing EDMS documents and records on a go-forward basis upon implementation.
Respondents should provide a narrative as to their approach to document conversion/migration and the specific responsibilities of the City to ensure a successful conversion.
Furthermore, a timeline shall be provided identifying the migration of existing records (internal), versus public facing records (external) with accurate redactions.
Current City Document Inventory
Document Category Number of Items
Administrative 6,027
DocuSign Envelope ID: 7AFF3394-E1E1-4ABD-8873-D3E5917F3A16
Title: Electronic Document Management System
10 City Council 27,599
Development Services 137,857
Finance 205
Human Resources 459
Planning Commission 4,904
Public Works 17,566
GIS 16
Traffic & Parking Commission 222 Confidential Dev. Svcs 1 Redevelopment 1,115
Community Svcs Commission 87 GRAND TOTAL 196,058
6. Education and Training
The firm/integrator must provide a training plan with the scope and length of proposed training for users and product/hardware support staff. This training must be sufficient to enable the users to become proficient with the system in a short time period. Any training costs must be clearly described in the cost proposal. Training for the operation of the proposed system shall be included in the response along with any other expenses related to training. It is preferable that the training be performed on-site, but virtual training may be accommodated. The following topics, at a minimum, must be addressed during the training:
System Administration:
o Detailed training for the assigned City system administrators and other software support functions are required. This training should be sufficient enabling the City’s support staff to perform all required daily, weekly, monthly, and ad-hoc support activities. In total, the city anticipates approximately 16 internal users requiring read and write ability and a 2-sided portal. One for all internal staff (currently 76), and the second for members of the public.
o If feasible, software should support single sign on with Microsoft Active Directory. Technology Basics:
o These basics should include what EDMS is, how it functions from a user perspective, the various components used, etc.
User Controls:
o This portion of the training should include detailed information on user access to each application/function, what each application/function is used for, how to use each application/function, which applications/functions to access in what order, etc Security Maintenance Training:
o This level of training should include detail associated with how the security models are planned and configured in addition to procedures that should be followed by the City as updates to the security model are required
DocuSign Envelope ID: 7AFF3394-E1E1-4ABD-8873-D3E5917F3A16
Title: Electronic Document Management System
11 Error Handling:
o The error-handling portion of the training should include descriptive information as to the various error messages that can be received by the users during daily operation. This training should be sufficient so the user can resolve what was entered incorrectly, performed improperly, or what process needs to be performed.
7. System Maintenance/Support:
The firm will be required to provide technical support for the installed/configured solution. The City will have primary and backup technical resources responsible for day-to-day system administration and troubleshooting with the users.
These technical support resources will be trained by the firm/integrator on all product solution administrative functions necessary for the City’s project to be successfully supported and maintained after successful deployment into production. It is anticipated that there will be a total of five trained staff members for this aspect of implementation. The product/solution related technical training should enable the City staff to manage ongoing workload, be able to identify issues for firm support resolution, and support end-users using the product/solution.
Please describe in detail your technical support hours and service level agreements. Support hours are expected to be during city regular hours of operation at a minimum. Response times and error tickets should be addressed by end of business day from date of original request (preferably via email). Also include support protocols for any 3rd party firms that are recommended for the proposed solution. The firm/integrator will provide information on the following items:
Software Problem Isolation Identification Procedures
How New Software is Released and Installed
If Third-Party Software is Used, Information describing Third-Party Software Support.
Software as a Service Requirements
Laserfiche Cloud Professional Tier includes: Direct Share, Data Encryption at Rest, Autoscaling, Automated & Encrypted Backups, Intrusion Detection, Automated Feature & Security Updates, Automated Text Extraction, Import Agent with Email Archive, Starter Audit Trail+, Workflow & Forms Process Automation, Connector, Surveys, 1 Workflow Bot, 10 Quick Fields Complete w/Agent.
Integrations with MS Office, SharePoint, Teams, MS Dynamics 365 & Redtail. 50,000 RESTful web API calls/month.
ECS Imaging Contract includes Turnkey implementation, Weblink Public Portal Design Setup, Consulting, Training and Conversion services from ApXtender 196,058 documents as listed in the Current City Document Inventory.5 CPP online Courses included toward Gold Certification for one user or equivalent value. Weblink Public Portal of 10,000 Views/month with the ability to decrease to 1,000 if requested.
DocuSign Envelope ID: 7AFF3394-E1E1-4ABD-8873-D3E5917F3A16
Title: Electronic Document Management System
12 Contract includes then hours of ECS Gold Priority Support, with the ability to contract for additional hours of support as needed within the limitations of Exhibit C.
Gold Annual Priority Remote or Onsite Support Contract Includes:
Hardware Return Policy: Unopened boxed hardware may be exchanged for a full cash or credit refund within 7 days - a 15% restocking fee may apply. Defective hardware will be exchanged for a replacement per the terms and conditions specified on the product warranty card. Maximum 4 Hour Response Time - Upgraded from 24 hours with traditional LSAP support○ Live Hours of support are 7:30am - 5:00pm PST M-F
Unlimited Phone and E-mail Support
On-site time is calculated to the nearest half hour and minimum onsite calculation is between 2- 8 hours depending on the location
On-site time can be used for remedial training, installing updates, and consulting, in addition to support ○ ECS may allow planned after hours support in rare circumstances. In these circumstances
Two free admissions to the ECS Annual Customer Conference along with Free Admission to Quarterly User Groups
Monthly E-Newsletter
On-site/remote support hours included as quoted. On-site within next business day as needed.
Additional hours of support purchased at a discounted hourly rate. Customers not under this plan can purchase on-site hours at $250/hour with a 1 hour minimum for remote support, and an 8 hour minimum onsite charge in addition to travel expenses. Software & Maintenance billed 100% at project start.
Services billed 50% up front minimally w/ remaining Services as incurred. Standard Processing fee added to credit card payments First Amendment
PAF Digitization Scope of Services Project Objectives:
This project will digitize the Personnel Action Forms (PAF) for Separation and New/Change processes.
The integration includes automated workflows, digital signatures, and dynamic form functionalities using Laserfiche. Additionally, the project involves Business Analysis Consulting to develop efficient workflows and design the forms and their processes for optimal efficiency.
DocuSign Envelope ID: 7AFF3394-E1E1-4ABD-8873-D3E5917F3A16
Title: Electronic Document Management System
13 Detail Scope of the Services:
A. Business Analysis Consulting sessions will create efficient workflows and design the forms and their automated processes in Laserfiche.
o Analyzing current workflows and approval processes.
o Assessing resource allocation to enhance the City's efficiency and productivity.
B. PAF Form Development
o PAF Separation Form:
Development of a digital form containing all necessary fields for separation details. Implementation of approval routing through the Department, HR, Finance, and City Manager, utilizing Laserfiche.
o PAF New/Change Form features will include:
Dynamic fields that adjust based on the selected change type. Auto-population of employee information via database lookup. Dynamic approval routing through the Department, HR, Finance, and City Manager. Management of approvers through team building for each department or a maintenance-free spreadsheet lookup method.
Coverage of 9 change types and 2 optional items, such as full-time, part-time, and salary changes, with relevant fields becoming required based on selections.
C. Workflow Automation
o Design and implementation of automation for notifications, escalations, and tracking of approval statuses in Laserfiche.
o Comprehensive testing and validation, including User Acceptance Testing (UAT) with key stakeholders to ensure all requirements are met.
D. Digital Signatures Integration
o Integration of Laserfiche digital signatures for the approval processes on both the PAF Separation and PAF New/Change Forms.
DocuSign Envelope ID: 7AFF3394-E1E1-4ABD-8873-D3E5917F3A16
Title: Electronic Document Management System
14 6. EXHIBIT "C" - COMPENSATION
6.1. EXHIBIT "C" - COMPENSATION
Consultant shall be paid for services in accordance with Section 3.3 of the Agreement and as described above under Exhibit “A” Scope of Services and the not to exceed fee of ONE HUNDRED THIRTY-SEVEN THOUSAND EIGHT HUNDRED TWENTY DOLLARS ($137,820.00) is based on the following rates:
Task/Description Year 1 Cost Year 2 Cost Year 3 Cost
Laserfiche PF Cloud Professional Users (5-
49)
$13,280.00 $13,280.00 $13,280.00
Laserfiche PF Cloud Participant Users (10-
199)
$9,120.00 $9,120.00 $9,120.00
Laserfiche PF Cloud Weblink Public Portal
Option to Reduce at City’s Request
10k views per
month
$4,200
10k views per
month
$4,200
10k views per
month
$4,200
ECS GOLD Priority Support $175.00 per Hour
Option to
purchase
hours as needed
$175.00 per Hour
Option to
purchase
hours as needed
$175.00 per Hour
Option to
purchase
hours as needed
1st Year Discount ($3,750.00) - -
Laserfiche Vault $3,000 $3,000 $3,000
ECS Turnkey Project Identified in
Scope of Work Exhibit A
$18,900.00 - -
Original Compensation $122,700.00
PAF Digitization - - $15,120.00
First Amendment Total Compensation: $137,820.00
In the event that this Agreement is renewed pursuant to Section 3.1.2, the rates set forth above may be increased or reduced each year at the time of renewal, but any increase shall not exceed the Consumer Price Index, All Urban Consumers, Los Angeles-Riverside-Orange Counties.
DocuSign Envelope ID: 7AFF3394-E1E1-4ABD-8873-D3E5917F3A16